Purchasing Analyst

at  City of Monterey

JOB

ABOUT THE POSITION: The City of Monterey currently has one (1) full-time Purchasing Analyst position vacancy in the Finance Department. In this dynamic position, you’ll be instrumental in developing, implementing, and monitoring procurement policies, ensuring compliance with regulations, laws, and contracts. Your expertise will contribute significantly to crafting precise specifications for goods and services, preparing requests for bids and proposals, and offering technical staff assistance.ABOUT THE CITY OF MONTEREY: Nestled along California’s Central Coast, the City of Monterey is known for its natural beauty, rich cultural heritage, hospitality, and sense of community. The City of Monterey is a full-service charter city operating under a Council-Manager form of government. The City of Monterey is a full-service city that provides police, fire, public works, planning, recreation, and parks services and operates its conference center, sports center, parking, and marina facilities. WE TAKE CARE OF OUR EMPLOYEES: The City of Monterey offers a competitive benefits package to full-time employees. Some of these benefits include a Health Spending Fund, Medical, Dental, Vision, and Life Insurance, Vacation Accruals, Sick Leave, 14 Paid Holidays, Education Incentive Pay, Tuition Reimbursement Programs, CalPERS Retirement, and more!Application Process A limited number of applicants who clearly show that they most closely meet the needs of this position in terms of training, experience, education, and other job-related characteristics will be accepted to participate in the selection process. This process will include evaluation and initial screening of the standard on-line City application to determine which candidates progress to the next phase of the recruitment process. The subsequent selection process may include a written test/written exercise, performance exercise, panel interview, and a final departmental interview. As a condition of employment, the selected candidate will be required to successfully pass a Live Scan fingerprint background check and reference check. Depending on the position, as a condition of employment, the selected candidate may also be required to pass a physical exam including a drug screen and a federal background check to gain access to military and police facilities and systems. The Human Resources Department reserves the right to make changes to components of the examination process. Candidates who successfully complete all phases of this recruitment process will be placed on an eligible list. The eligible list is active for 12-months and may be used to fill additional positions including lower-level positions, regular part-time, and part-time temporary seasonal, determined to have similar duties and requirements. EQUAL OPPORTUNITY EMPLOYER: The City of Monterey provides outstanding services to the public and is deeply committed to a community and workforce that is inclusive, equitable, and diverse. We welcome and encourage applications from all qualified applicants, including underrepresented minorities that contribute to the diversification and enrichment of ideas and perspectives. The City of Monterey does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, veteran status, marital status, or based on an individual’s status in any group of class protected by applicable federal, state or local law.SUMMARY: Under general supervision of the Finance Director or designee, manage and coordinate the City’s purchasing function. Participate in the development, implementation and monitoring of procurement policies, regulations, laws and contractual compliance. To provide highly responsible and technical staff assistance in developing specifications for goods and services including requests for bids and proposals. Perform related work as required. DISTINGUISHING CHARACTERISTICS: Under administrative direction within a framework of overall goals and objectives, the incumbent is responsible for implementing process improvement and policy changes, training and educating city staff on local, state and federal procurement processes. and completing special projects as assigned. This classification is distinguished from others within the City by the specific responsibility for activities of the purchasing activities. This classification is distinguished from the Finance Director in that the latter is a department head with overall responsibility for directing City-wide finance and related administrative support services and provides general direction to this classification.

ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following: Administer the procurement of City materials, supplies, equipment, and services.Manage and coordinate the City’s purchasing process.Train and advise all city personnel on processes, assisting on compliance with City code and purchasing policies, monitoring purchase orders and encumbrances, assisting with piggyback contracts, as well as formal bid processes.Track City-wide multiyear contracts for budgeting purposes.Assist in managing the recording and tracking city fixed assets and preparation of fixed asset reports for annual financial reports and audit purposes.Review and approve purchase orders and requisitions for accuracy and compliance with government code requirements.Support the relationship between the City of Monterey and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors, and City staff.Confer with multiple vendors as to availability of goods, prices, deliveries, discounts, and changes in supplies, materials, and equipment offered for sale.Assists City Departments in resolving complaints and problems with vendors (purchase orders).Develop, coordinate, and implement improved systems and procedures to ensure purchasing processes are followed.Maintains and updates the City’s vendor list, with special emphasis on including and encouraging protected class businesses.Coordinate purchasing-related activities with other City departments and divisions and with outside agencies.Organize and maintain the computerized requisition, purchase order and contract management system.Administer, coordinate and oversee the formal bid process for purchase of equipment, supplies, professional services and construction contracts for the City as required.Prepare a variety of periodic activity reports and other detailed financial reports and recommendations.Perform systems analysis; serve on assigned work teams.Prepare detailed recommendations for improvement of procedures and control of costs; develop systems for monitoring the implementation of new procedures.Work closely with Finance Department’s Accounting staff, City Departments involved with purchasing goods and services and CalCard program.Maintain confidentiality of work-related issues and City information.Perform other job-related duties within the scope of this job classification as assigned.