Senior Procurement Analyst

Senior Contract Analyst

This person organizes and coordinates the activities and operations of the Procurement Department for the city in compliance with the Policy, Florida State Statutes, Federal Laws, as well as the City's purchasing-related Ordinances, Resolutions, and Administrative Orders. Work will be performed under the direct supervision of the Financial Services Manager. Under the supervision of the Financial Services Manager, the Senior Contract Analyst provides support for a variety of procurement activities, including the issuing and awarding of solicitations; RFQu and RFPs; coordination of procurement schedules, drafting and reviewing contract language, and monitoring contract and legislative compliance. Position typically requires processing and interpreting of more complex, less clearly defined issues.

Act as a lead, providing guidance to team members
Assist with the implementation, evaluation and interpretation of department policies, procedures and projects.
Train City staff in procurement procedures and policies.
Working closely with various departments, and city management, to align procurement strategies with organizational goals is essential. This ensures that procurement activities support overall business objectives.
Prepares documentation for the advertisement and solicitation of proposals, and qualifications from prospective vendors in designated newspapers and periodicals and on the City's website.
Maintains a variety of files including bids, purchasing information, correspondence, and reports for the purpose of providing up-to-date references and audit trails.
Reviews and clarifies detailed specifications submitted by operating departments to ensure completeness and compliance with the City's procurement standards, such as commodities, work services, and professional services. Assists in approving purchase order requests received from City staff.
Evaluates vendor proposals, and qualifications for responsiveness to procurement solicitations.
Reviews and approves modifications to procurement solicitations and prepares addenda in order to notify prospective offerors of changes.
Schedules and facilitate evaluation committees to review submitted proposals and qualifications in response to RFP's and RFQu's and to interview potential vendors.
Create, manage, and administer procurement contracts through their lifecycle. This includes drafting, negotiating and finalizing contracts with suppliers.
Monitor contract expiration dates, insurance certificates, bonds, and other compliance documents across multiple systems, including Contract Management and e-Procurement platforms.
Prepare detailed reports and statistical analyses, perform research, and develop tracking documents for contract management.
Maintain and update contract and agreement requirements in various systems, establishing timelines for expiration and compliance tracking.
Ensuring that all contracts comply with relevant laws, regulations, and organizational policies is crucial. This includes maintaining compliance checklists and conducting audits as necessary to include enforcement of contract terms and resolving disputes while maintaining accurate contract files.
Manage relationships with suppliers, which includes evaluating supplier performance, negotiating terms, and resolving supplier disputes.
Utilize Excel and Smartsheet to create dynamic dashboards, pivot tables, and charts for data visualization and reporting.
Manages Veteran-owned and Women and/or Minority owned certifications, including policies, procedures, training, support, coordination and compliance.
Recommend improvements to purchasing processes to the Financial Services Manager.
Maintains confidentiality at all times.
Keeps Manager abreast of all issues as appropriate
Perform related duties as assigned.
Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions. Supervisory Responsibilities: None

Knowledge of principles and practices of procurement.
Knowledge of rules and regulations governing procurement contracts.
Excellent verbal and written communication skills.
Excellent interpersonal and customer service skills.
Excellent project management skills.
Excellent organizational skills and attention to detail.
Excellent time management skills with a proven ability to meet deadlines.
Excellent in business English and arithmetic.
Strong analytical and problem-solving skills.
Ability to prioritize tasks and to delegate, when appropriate.
Ability to acquire all necessary information pertinent to the purchase and delivery of materials, equipment, and services.
Ability to keep records and prepare reports.
Ability to clearly communicate information and ideas. This includes the ability to read and write to a high standard and to prepare for and lead meetings and presentations.
Proficient with Microsoft Office Suite or related software.
Ability to handle difficult situations
Ability to organize and present information
Skillful in responding to executives
Takes initiative
Possess technical knowledge
Working knowledge of Microsoft products required.
Must have excellent interpersonal and communication skills, display a high degree of independent initiative, work well under pressure, and be able to perform multiple technical tasks with the ability to upgrade skills to meet changing job conditions.
Proven experience in administrative assistance and data entry within a procurement or contract management environment.
Familiarity with contract management systems and e-Procurement platforms is highly desirable.
Proficiency in Incode and/ or Demandstar and Microsoft Office programs, with advanced skills in Excel.
Ability to create dynamic dashboards and automated tracking tools using Excel and Smartsheet. Education and Experience: Bachelor's degree from an accredited college or university in Public Administration, Business Administration, Finance, Purchasing, or related field; 3 to 7 years of progressively responsible professional and public experience; or lead role in contracting and/or project management; or an equivalent combination of relevant education and experience which provides the necessary knowledge, skills, and abilities and other competencies necessary for the position. Licenses, Certifications, Special Requirements: Valid Florida Driver's License Must obtain one of the following; CPPB, FCCM or FCCN certifications or related professional certifications Working familiarity with Tyler Incode and OpenGov e-procurement software. Proficiency in MS Office (or similar) suite, including but not limited to Excel, Word, and Outlook. Familiarity with standard NIGP public-sector procurement procedures and contracts administration practices Physical and Mental Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions, as established in the Americans with Disabilities Act. Essential Physical Skills: Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times. Mental Demands: Required to use written and oral communication skills Read and interpret data, information and documents Work under deadlines with constant interruptions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. This is primarily a sedentary office environment Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. Performs other related duties as assigned. All City of Bartow employees are considered EOC essential in times of emergency. An e-role will be provided to each employee when an emergency is declared. As a City of Bartow employee, you are a public servant of a local entity and are responsible to adhere to the Florida State Statute governing the Code of Ethics for Public Officers and Employees Florida State Statute Chapter 112. Additionally, all Bartow employees are subject to Chapter 119 of the Florida State Statutes which governs public records.

Benefits are for regular full-time employees Types of Benefits: Insurance: Health, dental, vision, life and disability insurance Retirement: Pension, 457(b) deferred compensation plan Paid Time Off: Vacation, sick leave, holiday and personal time Other: Educational assistance program and wellness programs