PROCUREMENT ANALYST

at  Town of Chapel Hill NC

SUMMARY

This position is responsible for providing support and analysis in the procurement of cost-effective services, equipment, and supplies as required by Town departments.

MINIMUM QUALIFICATIONS

Any combination of education and experience that would provide the required knowledge, skills, and abilities to perform the duties of the job.

KNOWLEDGE OF:

• Basic operations, services, and activities of a purchasing program
• State, federal, and local laws
• Governmental bidding and contract administration
• Current principles, practices, and trends in purchasing administration
• Applicable state, federal and municipal laws, codes, and regulations
• Current market conditions, trends, and sources of supply
• Basic accounting principles and practices
• Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases

EDUCATION

Graduation from high school, supplemented by an associate degree in purchasing, business administration accounting, or related field

EXPERIENCE

Three years of procurement related experience preferably in the public sector.

NOTE: THIS INFORMATION IS INTENDED TO BE DESCRIPTIVE OF THE KEY RESPONSIBILITIES OF THE POSITION. THE LIST OF ESSENTIAL FUNCTIONS BELOW DOES NOT IDENTIFY ALL DUTIES PERFORMED BY ANY SINGLE INCUMBENT IN THIS POSITION.

• Reviews and processes requisitions from departments
• Processes purchase orders; reviews electronic purchase orders for accuracy before printing; assigns contract and bid numbers when applicable; prints purchase orders; mails purchase orders; maintains files; performs month-end closing procedures
• Approves purchase orders in Purchasing Manager’s absence, issues emergency purchase orders
• Processes changes, corrections, and cancellations of purchase orders for all town departments
• Processes contracts: reviews contracts, reviews change orders and performance agreements for proper format, accuracy, and required insurance coverage
• Processes and reviews contracts and change orders in Munis; routes contracts and change orders for required signatures; maintains files; performs month-end and year-end closing procedures
• Processes, reviews, and uploads contracts to DocuSign for electronic signatures. Posts fully executed contracts in ERP.
• Maintains insurance certificate files, updates insurance certificate regularly
• Assists in processing bid proposals, reviews bid documents, and publishes bids on the Town & other websites; receives bids and prepares bid tabulation
• Maintains electronic and paper files for the Purchasing division
• Negotiates, procures, and maintains Town stationary inventory; provides monthly and yearly reconciliation for Town stationary inventory supply usage
• Assists with disposal of Town surplus and unclaimed property; lists surplus properties on the electronic auction site; coordinate buyer’s pickup of surplus items; handles payments and title assignments
• Assists with Town Purchasing Card Program. Perform tasks as one of the Purchasing Card Administrators
• Provides technical support and assistance to departments in the use of the electronic purchasing system; provides training to new employees
• Research vendors; verifies vendor certificate of insurance
• Performs other duties as assigned