Procurement Analyst

Hillsborough County, Florida


Date: 2 weeks ago
City: Tampa, FL
Contract type: Full time
Hillsborough County, Florida

Job Overview


Performs administrative duties related to the procurement of commodities and services County wide in a centralized procurement office.


Salary


$50,668.80 - $65,894.40


Core Competencies



  • Customer Commitment - Proactively seeks to understand the needs of the customers and provide the highest standards of service.

  • Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional and ethical behaviors that establishes trust throughout the organization and with the public we serve.

  • Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations.

  • Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals.






Tier 1




Tier 2




Tier 3










Duties and Responsibilities


Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.



  • Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.

  • Initiates or assists more senior staff to evaluate suppliers based on price, quality, and delivery speed.

  • Analyze price proposals, financial reports, and other information to determine reasonableness of price.

  • Assists the organization in discussions with suppliers.

  • Research product market/services and determine proper procurement method specific to each requested purchase.

  • Solicits and analyzes quotations for required materials and services to ensure compliance with established trade practices and governmental regulations.

  • Provides staff and technical support to higher level staff as necessary or requested.

  • Provides support to customers for the purpose of identifying and solving potential or actual problems concerning procurement-related matters.

  • Assists with formulating and drafting bid or purchasing specifications for a wide range of commodities and services.

  • Prepares award recommendations in compliance with agency policy; and issues purchase orders.

  • Reviews requisitions, purchase orders and reports for accuracy and compliance with agency policies.

  • Prepares expired contracts for proper imaging and retention and enters information into Records Management System.

  • Performs other related duties as required.




Duties and Responsibilities


Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.



  • Administers the procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of County agencies and departments.

  • Conducts procurement planning sessions with user department's representatives to ensure understanding of the procurement process and associated timeframes and establishes respective roles and responsibilities.

  • Determines the appropriate method of solicitation in accordance with applicable laws and Board policies.

  • Reviews requisitions, specifications and scopes of work to ensure they promote competition and best value for the County.

  • Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.

  • Identifies potential vendors, using various sources, to ensure adequate competition.

  • Presides at the Pre-Bid/Proposal Conference to provide information and instructions and responds to vendor questions to ensure the clarity of solicitation documents.

  • Identifies issues that require an addendum and prepares and issues addendum to ensure all bidders have the same information.

  • Conducts public bid/proposal opening for projects over the formal bid threshold in accordance with established procedures.

  • Reviews bids and proposals for responsiveness to minimum procurement requirements and notifies affected bidders/proposers of non-responsiveness and non-responsibility findings.

  • Reviews, evaluates and resolves protests in accordance with established procedures, to ensure bidders/proposers receive due process and are treated fairly and consistently.

  • Prepares award recommendations in compliance with agency policy; and issues purchase orders.

  • Negotiates with vendors to obtain best prices.

  • Consults with department head or designee to determine commodity/service needs and delivery schedules.

  • Reviews requisitions, purchase orders and reports for accuracy and compliance with agency policies.

  • Provides guidance, training and motivation to lower level personnel in the procurement processes and automation systems.

  • Performs other related duties as required.




Duties and Responsibilities


Note: The following duties are illustrative and not exhaustive. 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. Depending on assigned area of responsibility, incumbents in the position may perform some or all of the activities described below.



  • Plans and implements the procurement process that results in the acquisition of a variety of commodities and services to fulfill the requirements of County agencies and departments.

  • Provides guidance and training to personnel; May assign, monitor, and review work.

  • Conducts procurement planning sessions with user department's representatives to ensure understanding of the procurement process and associated timeframes and establishes respective roles and responsibilities.

  • Collaborates with departments to develop, implement, and maintain the Annual Procurement Plan.

  • Determines the appropriate method of solicitation in accordance with applicable laws and Board policies.

  • Reviews requisitions, specifications and scopes of work to ensure they promote competition and best value for the County.

  • Develops and assembles procurement documents and coordinates any required reviews to ensure consistency and accountability in County procurements.

  • Prepares purchase orders, blanket/contract agreements, contract extensions, change orders, revisions and modifications, and other similar documents.

  • Identifies potential vendors, using various sources, to ensure adequate competition.

  • Presides at the Pre-Bid/Proposal Conference to provide information and instructions and responds to vendor questions to ensure the clarity of solicitation documents.

  • Identifies issues that require an addendum and prepares and issues addendum to ensure all bidders have the same information.

  • Conducts public bid/proposal opening for projects over the formal bid threshold in accordance with established procedures.

  • Reviews bids and proposals for responsiveness to minimum procurement requirements and notifies affected bidders/proposers of non-responsiveness and non-responsibility findings.

  • Ensures contract performance measurements are maintained, monitored, and documented.

  • Reviews, evaluates and resolves protests in accordance with established procedures, to ensure bidders/proposers receive due process and are treated fairly and consistently.

  • Prepares award recommendations in compliance with agency policy; and issues purchase orders.

  • Negotiates with vendors to obtain best prices.

  • Consults with department head or designee to determine commodity/service needs and delivery schedules.

  • Provides countywide guidance, training, and assistance related to procurement processes, automation systems, and contract management.

  • Reviews requisitions, purchase orders and reports for accuracy and compliance with agency policies.

  • Provides guidance, training and motivation to lower level personnel in the procurement processes and automation systems.

  • When so designated, may assume the authority of, and act on behalf of a more senior staff member.

  • Performs other related duties as required.








Job Specifications



  • Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.

  • Ability to prepare purchase orders, contracts, and similar documents.

  • Ability to establish and maintain effective working relationships with others within and outside own organization.

  • Ability to use a computer and related software.

  • Ability to collect, organize and evaluate data in order to develop logical conclusions.

  • Ability to use considerable initiative, think independently, and exercise sound judgment.

  • Ability to perform arithmetic calculations rapidly and accurately.

  • Ability to communicate effectively, both orally and in writing.





Job Specifications



  • Knowledge of County procurement policies, practices, procedures and regulations.

  • Knowledge of procurement practices such as vendor and source identification, pricing methods and calculations, bid and proposal preparation, contracts, and pricing agreements.

  • Skill in contract negotiations.

  • Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.

  • Ability to prepare purchase orders, contracts, and similar documents.

  • Ability to establish and maintain effective working relationships with others within and outside own organization.

  • Ability to use a computer and related software.

  • Ability to collect, organize and evaluate data in order to develop logical conclusions.

  • Ability to use considerable initiative, think independently, and exercise sound judgment.

  • Ability to perform arithmetic calculations rapidly and accurately.

  • Ability to communicate effectively, both orally and in writing.





Job Specifications



  • Knowledge of County procurement policies, practices, procedures, and regulations.

  • Knowledge of procurement practices such as vendor and source identification, pricing methods and calculations, bid and proposal preparation, contracts, and pricing agreements.

  • Knowledge of Federal, State, and local laws and regulations affecting procurement policies, practices and procedures.

  • Skill in contract negotiations.

  • Skill in making presentations to groups.

  • Ability to prepare and/or review bid documents and responses for compliance with policies, procedures, conditions, and regulations.

  • Ability to prepare purchase orders, blanket/contract purchase agreements, contract extensions, change orders, revisions and modifications, and other similar documents.

  • Ability to establish and maintain effective working relationships with others within and outside own organization.

  • Ability to use a computer and related software.

  • Ability to collect, organize and evaluate data in order to develop logical conclusions.

  • Ability to use considerable initiative, think independently, and exercise sound judgment.

  • Ability to communicate effectively, both orally and in writing.

  • Ability to plan, organize and oversee the work of others.

  • Ability to conduct research, collect and interpret data and develop logical conclusions.

  • Ability to evaluate the effectiveness of programs and work processes.

  • Ability to work effectively with others.








Physical Requirements



  • This position typically takes place in an office environment.

  • Requires sitting for an extended period of time.



Work Category


Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.




Physical Requirements



  • This position typically takes place in an office environment.

  • Requires sitting for an extended period of time.



Work Category


Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.




Physical Requirements



  • This position typically takes place in an office environment.

  • Requires sitting for an extended period of time.



Work Category


Sedentary work - Exerting up to 10 pounds of force occasionally, and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.








Minimum Qualifications Required



  • Associate’s Degree; AND

  • Two (2) years of experience in an office environment



OR




  • An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.




Minimum Qualifications Required



  • Bachelor’s Degree; AND

  • Two (2) years of experience procuring commodities and services;


OR



  • An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.




Minimum Qualifications Required



  • Bachelor’s Degree; AND

  • Three (3) years of experience procuring commodities and services;


OR



  • An equivalent combination of education (not less than a high school diploma/GED), training, and experience that would reasonably be expected to provide the job-related competencies noted above.








Emergency Management Responsibilities


In the event of an emergency or disaster, an employee may be required to respond promptly to duties and responsibilities as assigned by the employee’s department, the County’s Office of Emergency Management, or County Administration. Such assignments may be for before, during or after the emergency/disaster.


Career Progression


Employees in this classification that acquire the competencies and minimum qualifications for the next tier will be able to apply for promotional opportunities through a competitive selection process. Employees will not automatically be upgraded to the next tier. Reclassifying a position is based on business need and financial impact and is not based solely on the job competencies or qualifications of the incumbent.

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