What are the responsibilities and job description for the Purchasing Analyst position at Jeffco Public Schools?
SUMMARY Act as functional subject matter expert on Purchasing best business practices, Purchasing Card procedures and policies, PeopleSoft Purchasing and the e-Procurement module. Analyze district spend and make recommendations for bids/RFPs to realize purchasing efficiencies. Support the District by acquiring goods and services for all administrative and instructional staff while maintaining fiduciary responsibility to the taxpayers of the District.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Perform and participate in a range of business system analytic tasks including: document, track, query, assess, troubleshoot and guide the design and implementation/improvement of the business process.
Project coordination/liaison for the addition of PeopleSoft functionality including e-procurement punch-out with vendors. Evaluate and manage vendor systems and tools that are utilized within the District for purchasing activities. Act as Liaison between district and vendors in development and utilization of these systems.
Coordinate and participate in the planning, development, testing and implementation of supply chain related business applications in an effort to align operational solutions with customer business requirements and initiatives.
Problem solve PeopleSoft issues and provide support to all level of users within the District. Must have the ability to deal with complex customer concerns and situations with diplomacy and tact in a timely manner.
Technical/functional Liaison to IT, Budget, Accounts Payable, Grants, SAST and other departments with systems tied to purchasing: functionality, solving complex system related problems, processes, workflow, and other ERP related operational tasks.
Manage p-card program by developing and implementing instructions and procedures for use within the Purchasing, Procurement Card (P-Card) and E-Procurement modules. Evaluate cooperative bids or solicit RFP to select p-card vendor as needed.
Establish and direct functional training of purchasing staff on best practices and assist end-users with policy, procedures, software programs and ERP troubleshooting through the development of training materials or other means of knowledge transfer.
Proactively develop, seek and contribute process improvement ideas and procurement strategies along with leadership to optimize purchasing across the district.
Manage the department?s internal and external webpages. This includes creating the look, layout, and features of the website along with maintenance and additions.
Identify rules, principles or relationships that explain facts, data, or trends; analyze the information and make correct inferences or draw accurate conclusions.
Develop specific objectives and plans for each commodity area in order to prioritize, organize, and accomplish long term goals.
Recommend alternative routes of sourcing that would improve quality and value. Promote ways in which standardization of product may be implemented, when in the best interest of the department/schools and District.
Evaluate and identify opportunities to enhance users experience and increase the awareness of established Purchasing procedures.
Independently manage complex projects and technical work in the development and execution of data analytics, ERP testing, and ERP troubleshooting.
Source materials, equipment, and services. Interview vendors in order to pre-qualify their ability to serve the District as a supplier. Maintain vendor and community relationships for the District.
Develop specific objectives and plans for each commodity area in order to prioritize, organize, and accomplish long term goals.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE 3 years' experience in procurement and at least 1 year direct supervision. Governmental procurement experience preferred. Experience as a functional subject matter expert for PeopleSoft Supply Chain or other similar ERP system preferred.
EDUCATION AND TRAINING Bachelor's degree or equivalent advanced training and experience commensurate to a degree in business, accounting or other fields related in the requirements of this position.
CERTIFICATES, LICENSES, REGISTRATIONS Certified Professional Public Buyer (CPPB), Certified Public Purchasing Official (CPPO), or Certified Professional in Supply Management (CPSM) certification required within 36 months after hire, dependent upon previous experience. Valid Colorado driver's license required.
SKILLS, KNOWLEDGE, & EQUIPMENT This position requires a high level of technical expertise in order to consult, collaborate, recommend and troubleshoot ERP related tasks. Advanced knowledge of purchasing functions in a decentralized environment. Immediate skill level required in communications, problem solving, and computer programs, i.e., MS Word, Excel, Access, Outlook, PowerPoint, internet, voicemail, and email systems. Ability to query data out of an ERP system and to analyze, manage and interpret data utilizing generic tools. Ability to read, analyze and interpret technical procedures, governmental regulations, to write reports, procedure manuals and test scripts and to effectively present information and respond to questions from staff, administrators and customers. Knowledge of personal computer and fax/copy machines required for hire. Ability to develop, prepare and present training materials and other pertinent information to groups. Encourage and facilitate cooperation, pride, trust and group identity; foster commitment and team spirit; work with others to achieve goals. Set well defined and realistic personal goals; display a high level of initiative, effort and commitment towards completing assignments in a timely manner; can work with minimal supervision; is motivated to achieve; demonstrate responsible behavior. Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions or unexpected obstacles; effectively deals with ambiguity and adjusts accordingly.
DECISION MAKING Requires ability to lead all aspects of the procurement process for moderate to complex requests, including but not limited to pre-qualification of potential vendors, proposal evaluation including pricing analysis, negotiation or value engineering if appropriate, analyze complex contracts and agreements with minimal supervision all with the intent of purchasing required goods/services for the District. Must continue to monitor and manage vendor performance throughout the life of the contract. Requires the skill and knowledge base necessary to reach fair and equitable judgment that is of the best interest to the District while being fair to all vendors. Also requires the ability to utilize best practices in collection and evaluation of data to make strategic purchasing decisions as well as to evaluate and troubleshoot systems and processes. All decisions must be made within the parameters of Board policy and applicable state and federal law. Errors could potentially result in substantial embarrassment and/or cost to the District.
COMMUNITY RELATIONS Daily contact with classified staff and professional staff within/outside department and vendors, contractors, and developers to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters; and with public agencies such as Rocky Mountain Governmental Purchasing Association (RMGPA) to obtain information, resolve routine corrections/adjustments, maintain relationships, and negotiate controversial matters. Weekly contact with advisory committees and school support team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, and interpret policy; with parents and the general public and community members to obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters. Daily contact with the administrative leadership team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, and recommend policy; with the Board to furnish information, maintain relationships, and recommend policy; and with District lawyers to obtain/furnish information and negotiate controversial matters.
SPAN OF CONTROL Directly supervises 2 employees in the Purchasing Department. Positions directly supervised are the Buyer Technician and P-card Program Specialist. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Position has input with regard to interviewing and hiring; and rewarding and disciplining employees. Position is responsible for training employees; planning, assigning and directing work; appraising performance; and addressing complaints and resolving problems. Manage p-card program consisting of 1,950 p-card holders and approximately $22 million dollars spent annually.
EDUCATIONAL DELIVERY Provide support services for all departments and schools throughout the district. Provide direct services for implementation of instructional programs and design and implementation of procedures for purchasing practices.
COMPLEXITY OF WORK Work is identified by the Director of Purchasing. Requires ability to define problems, collect data, establish facts, and draw valid conclusions. Must respond promptly to customer needs, service and assistance; and solicit customer feedback to improve service. The position requires independent judgment to coordinate the development, preparation and award of chosen purchasing tool which includes the ability to select team and stakeholders, compile information, select terms and conditions, request and/or write specifications, define award criteria, establish bidder list, oversee preparation and distribution, analyze responses, recommend award, select appropriate documentation, manage contract provisions, decide annual renewals, evaluate vendor's performance. Collect, analyze data, and recommend strategic procurement action to optimize value and support district vision. Must have strong verbal and written communication skills, organizational abilities, and negotiation abilities.
The physical demands, mental functions, and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee may very occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
MENTAL FUNCTIONS While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, coordinate, instruct, compute, evaluate, use interpersonal skills, compile, and negotiate. The employee is frequently required to instruct, compute, and synthesize. The employee is occasionally required to copy.
WORK ENVIRONMENT The noise level in the work environment is usually moderate.
OTHER INFORMATION Requires authority to maintain control over projects that the position may not have a direct relationship with, but has delegated tasks to purchasing personnel. Due to the diversification of the tasks performed in this position, this position requires a strong ability to make decisions.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Perform and participate in a range of business system analytic tasks including: document, track, query, assess, troubleshoot and guide the design and implementation/improvement of the business process.
Project coordination/liaison for the addition of PeopleSoft functionality including e-procurement punch-out with vendors. Evaluate and manage vendor systems and tools that are utilized within the District for purchasing activities. Act as Liaison between district and vendors in development and utilization of these systems.
Coordinate and participate in the planning, development, testing and implementation of supply chain related business applications in an effort to align operational solutions with customer business requirements and initiatives.
Problem solve PeopleSoft issues and provide support to all level of users within the District. Must have the ability to deal with complex customer concerns and situations with diplomacy and tact in a timely manner.
Technical/functional Liaison to IT, Budget, Accounts Payable, Grants, SAST and other departments with systems tied to purchasing: functionality, solving complex system related problems, processes, workflow, and other ERP related operational tasks.
Manage p-card program by developing and implementing instructions and procedures for use within the Purchasing, Procurement Card (P-Card) and E-Procurement modules. Evaluate cooperative bids or solicit RFP to select p-card vendor as needed.
Establish and direct functional training of purchasing staff on best practices and assist end-users with policy, procedures, software programs and ERP troubleshooting through the development of training materials or other means of knowledge transfer.
Proactively develop, seek and contribute process improvement ideas and procurement strategies along with leadership to optimize purchasing across the district.
Manage the department?s internal and external webpages. This includes creating the look, layout, and features of the website along with maintenance and additions.
Identify rules, principles or relationships that explain facts, data, or trends; analyze the information and make correct inferences or draw accurate conclusions.
Develop specific objectives and plans for each commodity area in order to prioritize, organize, and accomplish long term goals.
Recommend alternative routes of sourcing that would improve quality and value. Promote ways in which standardization of product may be implemented, when in the best interest of the department/schools and District.
Evaluate and identify opportunities to enhance users experience and increase the awareness of established Purchasing procedures.
Independently manage complex projects and technical work in the development and execution of data analytics, ERP testing, and ERP troubleshooting.
Source materials, equipment, and services. Interview vendors in order to pre-qualify their ability to serve the District as a supplier. Maintain vendor and community relationships for the District.
Develop specific objectives and plans for each commodity area in order to prioritize, organize, and accomplish long term goals.
Perform other duties as assigned.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EXPERIENCE 3 years' experience in procurement and at least 1 year direct supervision. Governmental procurement experience preferred. Experience as a functional subject matter expert for PeopleSoft Supply Chain or other similar ERP system preferred.
EDUCATION AND TRAINING Bachelor's degree or equivalent advanced training and experience commensurate to a degree in business, accounting or other fields related in the requirements of this position.
CERTIFICATES, LICENSES, REGISTRATIONS Certified Professional Public Buyer (CPPB), Certified Public Purchasing Official (CPPO), or Certified Professional in Supply Management (CPSM) certification required within 36 months after hire, dependent upon previous experience. Valid Colorado driver's license required.
SKILLS, KNOWLEDGE, & EQUIPMENT This position requires a high level of technical expertise in order to consult, collaborate, recommend and troubleshoot ERP related tasks. Advanced knowledge of purchasing functions in a decentralized environment. Immediate skill level required in communications, problem solving, and computer programs, i.e., MS Word, Excel, Access, Outlook, PowerPoint, internet, voicemail, and email systems. Ability to query data out of an ERP system and to analyze, manage and interpret data utilizing generic tools. Ability to read, analyze and interpret technical procedures, governmental regulations, to write reports, procedure manuals and test scripts and to effectively present information and respond to questions from staff, administrators and customers. Knowledge of personal computer and fax/copy machines required for hire. Ability to develop, prepare and present training materials and other pertinent information to groups. Encourage and facilitate cooperation, pride, trust and group identity; foster commitment and team spirit; work with others to achieve goals. Set well defined and realistic personal goals; display a high level of initiative, effort and commitment towards completing assignments in a timely manner; can work with minimal supervision; is motivated to achieve; demonstrate responsible behavior. Is open to change and new information; adapts behavior or work methods in response to new information, changing conditions or unexpected obstacles; effectively deals with ambiguity and adjusts accordingly.
DECISION MAKING Requires ability to lead all aspects of the procurement process for moderate to complex requests, including but not limited to pre-qualification of potential vendors, proposal evaluation including pricing analysis, negotiation or value engineering if appropriate, analyze complex contracts and agreements with minimal supervision all with the intent of purchasing required goods/services for the District. Must continue to monitor and manage vendor performance throughout the life of the contract. Requires the skill and knowledge base necessary to reach fair and equitable judgment that is of the best interest to the District while being fair to all vendors. Also requires the ability to utilize best practices in collection and evaluation of data to make strategic purchasing decisions as well as to evaluate and troubleshoot systems and processes. All decisions must be made within the parameters of Board policy and applicable state and federal law. Errors could potentially result in substantial embarrassment and/or cost to the District.
COMMUNITY RELATIONS Daily contact with classified staff and professional staff within/outside department and vendors, contractors, and developers to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters; and with public agencies such as Rocky Mountain Governmental Purchasing Association (RMGPA) to obtain information, resolve routine corrections/adjustments, maintain relationships, and negotiate controversial matters. Weekly contact with advisory committees and school support team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, and interpret policy; with parents and the general public and community members to obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, recommend policy, and negotiate controversial matters. Daily contact with the administrative leadership team to discuss routine internal matters, obtain/furnish information, resolve routine corrections/adjustments, interpret policy, maintain relationships, and recommend policy; with the Board to furnish information, maintain relationships, and recommend policy; and with District lawyers to obtain/furnish information and negotiate controversial matters.
SPAN OF CONTROL Directly supervises 2 employees in the Purchasing Department. Positions directly supervised are the Buyer Technician and P-card Program Specialist. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Position has input with regard to interviewing and hiring; and rewarding and disciplining employees. Position is responsible for training employees; planning, assigning and directing work; appraising performance; and addressing complaints and resolving problems. Manage p-card program consisting of 1,950 p-card holders and approximately $22 million dollars spent annually.
EDUCATIONAL DELIVERY Provide support services for all departments and schools throughout the district. Provide direct services for implementation of instructional programs and design and implementation of procedures for purchasing practices.
COMPLEXITY OF WORK Work is identified by the Director of Purchasing. Requires ability to define problems, collect data, establish facts, and draw valid conclusions. Must respond promptly to customer needs, service and assistance; and solicit customer feedback to improve service. The position requires independent judgment to coordinate the development, preparation and award of chosen purchasing tool which includes the ability to select team and stakeholders, compile information, select terms and conditions, request and/or write specifications, define award criteria, establish bidder list, oversee preparation and distribution, analyze responses, recommend award, select appropriate documentation, manage contract provisions, decide annual renewals, evaluate vendor's performance. Collect, analyze data, and recommend strategic procurement action to optimize value and support district vision. Must have strong verbal and written communication skills, organizational abilities, and negotiation abilities.
The physical demands, mental functions, and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
PHYSICAL DEMANDS While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee is occasionally required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, or crouch. The employee may very occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
MENTAL FUNCTIONS While performing the duties of this job, the employee is regularly required to compare, analyze, communicate, coordinate, instruct, compute, evaluate, use interpersonal skills, compile, and negotiate. The employee is frequently required to instruct, compute, and synthesize. The employee is occasionally required to copy.
WORK ENVIRONMENT The noise level in the work environment is usually moderate.
OTHER INFORMATION Requires authority to maintain control over projects that the position may not have a direct relationship with, but has delegated tasks to purchasing personnel. Due to the diversification of the tasks performed in this position, this position requires a strong ability to make decisions.
