Assistant Procurement Analyst

Salary : $48,089.00 - $71,576.00 Annually

Location : Port of San Diego, CA

Job Type : Full-time

Job Number : FY 23 / 24 #00217

Department : Finance Division

Division : Procurement Services

Opening Date : 01 / 21 / 2025

Closing Date : 2 / 4 / 2025 11 : 59 PM Pacific

Description

The Port of San Diego is currently going through a class and compensation study. The job title and job duties are subject to change .

The Procurement Services Department supports the organization with procuring goods and services while ensuring compliance with several sets of rules and regulations. The department is dynamic and productive but also focuses on maintaining a fun and friendly environment.

Procurement Services is in search of an Assistant Procurement Analyst who will be tasked with procuring goods and services per department policies and procedures, interacting with vendors and internal customers and other varied tasks. Candidates must be well versed in standard office software suites, a desire to learn and contribute and the ability to manage multipole projects at once. A positive attitude and strong communication skills are also important parts of this role.

GENERAL PURPOSE

Under general supervision, performs routine to moderately difficult purchasing and contracting support responsibilities for materials, supplies, equipment, and services in accordance with District standards and policies and all applicable legal requirements; ensures that vendors meet District quality, quantity, cost and delivery needs; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Assistant Procurement Analyst is the entry-level class in the professional procurement class series. An incumbent in this class provides direct support to the Procurement Analyst's in the development of procurement documents, billing processing and resolution, specification or scope of work development, blanket purchase order administration, procurement card program administration, and invoice routing and tracking.

Assistant Procurement Analyst is distinguished from Procurement Analyst's in that an incumbent in the latter class performs a wide range of journey-level purchasing activities independently. Additionally, Assistant Procurement Analyst is distinguished from Procurement Analyst's in that an incumbent in the latter class performs activities related to the negotiation, formation, execution, and administration of agreements and contracts.

Essential Duties and Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

• Receives, reviews and processes assigned purchase requisitions; verifies compliance with pertinent laws, regulations and codes and District policies and standards and reviews information to ensure it is complete, accurate and order parameters are clear and understood; contacts department representatives to clarify or obtain additional information; organizes requisitions for efficient action and response.
• Performs routing and follow up of draft agreements, contracts, specifications, bids, and other documents to ensure the timely and efficient handling and execution of same; provides information and reports to the Contracts Supervisor or Purchasing Supervisor regarding responses to follow ups or issues causing delays in execution of documents.
• Following established procedures, purchases materials, goods and services; as assigned, develops routine specifications; assists in developing or develops routine bid or proposal solicitation documents, ensuring that all applicable legal and contractual provisions are included to safeguard the District's interests; assists in evaluating bids, performing price / cost analyses and assessing items, including discounts, delivery conditions and the quality and suitability of supplies, materials and equipment; recommends the award of bids to appropriate vendors; issues, reviews and distributes purchase orders for payment.
• Represents department in interactions with customers and other District personnel in procurement and distribution matters; receives, responds to, investigates and resolves customer or departments' procurement-related inquiries, concerns, complaints and problems, including accounts payable, invoice discrepancies, vendor relations and level of service issues, or non-compliance with procurement policies, practices and procedures; understands and applies applicable laws, regulations, codes and policies; promptly responds to requests for emergency orders.
• Ensures that vendors meet District needs : establishes, develops and maintains positive vendor relationships; researches, assesses and identifies new or more responsive vendors for products and services within areas of assigned responsibility; interviews vendors to evaluate products and services and to obtain information for use in developing proposals; educates vendors regarding purchasing policies and procedures; obtains accurate and complete price and delivery information, product literature and samples from suppliers; monitors vendor delivery dates, identifies past due dates and contacts vendors to develop a course of action to expedite orders.

OTHER DUTIES

Performs a variety of administrative functions associated with procurement activities; establishes, organizes, integrates and maintains applicable purchasing or contracting and vendor-related records, files, lists, forms and other documentation; reviews and processes assigned invoices; accesses and analyzes designated budget reports; writes, compiles, develops, edits, revises and produces necessary correspondence, reports and other materials; inputs accurate and complete information into SAP or other computer databases.

Qualifications

Knowledge of :

Ability to :

MINIMUM REQUIREMENTS

Education, Training and Experience :

Graduation from high school or G.E.D. equivalent; and one year of procurement, materials management, or related supply chain experience. Time served as a District Intern will count towards the years of experience.

Licenses; Certificates; Special Requirements :

Certification from the National Institute of Governmental Purchasing (CPPB or CPPO) or the Institute for Supply Management (CPM) is preferred.

Certain assignments may require a valid driver's license and the ability to maintain insurability under the District's vehicle insurance program.

Recruitment Information

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training, and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.

Only qualified applicants who pass the minimum qualifications review, will be invited to the assessment process which may be administered by a written examination, panel interview, or any combination of qualifications appraisal determined by the Department of People Services to be appropriate. The Department of People Services will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Passing score is 70% out of 100% on each assessment section.

THE INITIAL ASSESSMENT (50%) TENTATIVELY SCHEDULED FOR FRIDAY, FEBRUARY 21, 2025 AND APPRAISAL PANEL (50%) ARE TENTATIVELY SCHEDULED FOR WEDNESDAY AND MONDAY, MARCH 12 AND MARCH 17, 2025.

To move forward in the application process, you must complete an online application through our website Please attach a copy of your unofficial transcripts (indicating when degree was awarded) to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.

PHYSICAL AND MENTAL DEMANDS

Persons with disabilities may be able to perform the essential duties of this class with reasonable accommodation. Reasonable accommodation will be evaluated on an individual basis and depends, in part, on the specific requirements for the job, the limitations related to disability and the ability of the hiring department to accommodate the limitation.

Resolution # : 2016 - 135

Dated : September 8, 2016

Date : August 3, 2023 (Revised)

What is your highest level of education?

How many years of procurement, materials management, or related supply chain experience do you have?

Do you have a certification from the National Institute of Governmental Purchasing (CPPB or CPPO) or the Institute for Supply Management (CPM)?

Required Question

Salary : $48,089 - $71,576