Procurement Analyst

City of Somerville • Somerville, MA

16h • $75,000

About The Position

The Procurement Analyst is a dynamic, team-oriented position responsible for key functions of the City of Somerville’s procurement process across all municipal departments. The City seeks a hands-on, strategic thinker with excellent interpersonal and data management skills to support the competitive and compliant procurement of supplies, services, materials and equipment. A demonstrated ability to learn and interpret relevant federal, state and local laws pertaining to public procurement and contracts is essential. As an integral member of the eight-person Procurement & Contracting Services (PCS) Department, the Procurement Analyst works with department level managers to ensure that the City engages in cost effective, value-driven purchasing procedures and is in compliance with applicable federal, state and local laws. This position has broad exposure to all aspects of public procurement in the City. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various type of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Requirements

• Bachelor’s Degree in business administration, management, public policy (or other related field) and five (5) years experience; or any equivalent combination of education, training and experience which provides the required knowledge, skills and abilities to perform the essential functions of the job.
• Must have knowledge of public procurement and be familiar with invitation for bid and request for proposal processes.
• Must have project management knowledge.
• Advanced Excel, PowerPoint and other Microsoft Office Suite application (spreadsheet, database, report preparation).
• Broad knowledge of database architecture, data merging techniques, business intelligence, spend and reporting tools and General Ledger Accounting.
• Ability to meet and deal with the public effectively and appropriately; ability to handle problems and emergencies effectively; ability to communicate clearly, both orally and in writing; ability to operate a computer; ability to maintain confidential information; ability to maintain, manage, and organize records; ability to deal appropriately with employees, officials and members of the general public.
• Excellent organizational skills; excellent data processing skill in the use of personal computers and office software including word and spreadsheet applications.

Nice To Haves

• MCPPO (Massachusetts Certified Public Procurement Official) certification desirable; must become certified within the first year of employment.

Responsibilities

• Soup-to-nuts procurement and contract management, including scope of work/specifications development, bid development and distribution, coordinating pre-bid conferences, opening bids, bid evaluation and tabulation, and issuing contract awards.
• Assists various municipal departments in analysis of product and service needs and participates in the development of specifications for use in competitively sourcing contractors.
• Analyzes and presents procurement related data to identify cost-saving opportunities and strategies for attracting competitive vendors.
• Develops and maintains a suite of tools used by City departments and the procurement staff to evaluate bids and proposals based on price, quality, availability, reliability, technical support and other factors.
• Ensures that City departments document vendor performance to inform procurement decisions and further development of specifications and scopes of work.
• Researches, maintains, and communicates the current availability and appropriateness of various cooperative and collaborative contracts, including but not limited to statewide contracts and contracts procured by other public entities and consortia.
• Serves as consultant and advisor to City departments in evaluating their purchases and performance of their vendors.
• Manages vendor evaluation process citywide and makes recommendations regarding best practices for ensuring the City gets the best value from its vendors.
• Studies price trends and market conditions; keeps abreast of supply sources and new product development.
• Work with Chief Procurement Officer (CPO) and Deputy Chief Procurement Officer and Information Technology Department to develop and obtain specialized reports from the MUNIS contract database
• Analyzes recent and long-term trends in the City’s procurement – including City and School Departments.
• Analyses the feasibility and pros/cons of cooperative purchasing with other governmental units, associations or public agencies.
• Works closely with CPO and other procurement managers to establish, communicate and train department heads and staff citywide in procurement policies and procedures, and to establish and implement standards for supplies and services.
• Manage procurement process for selected departments as assigned by CPO.
• Works with various municipal department-level managers to prepare invitations for bid and requests for proposals.
• Reviews scopes of work, specifications and written descriptions of what departments wish to purchase.
• Recommends edits as needed to ensure open and fair competition, to support diversity of suppliers and contractors.
• Responsible for advertising and/or soliciting all bids in the required manner.
• Reviews responses and makes recommendations to the CPO in the award of contracts.
• Responsible for the execution of the appropriate contracts and the publication of said awards.
• Responsible for maintaining all the documentation involving said projects and correspondence to the parties involved in said projects.
• At the CPO’s direction, receives and investigates complaints and bid protests brought under the terms of M.G.L. c.7C; M.G.L. c. 30, 39M, M.G.L. 30B, M.G.L. c. 149.
• At the CPO’s direction, receives and investigates public records requests.
• Maintains records, prepares reports, and performs related work as required

Benefits

• 4 weeks annual vacation for non-union positions.
• Medical insurance through the Group Insurance Commission (GIC) - 80% of premium costs paid by City
• Dental coverage low and high plans through Cigna
• Vision care through Vision Service Plan (VSP)
• Long term disability through Sun Life Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• FREE Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level