Procurement Analyst I

OPEN UNTIL FILLED 

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County.  Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I.  This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively.  SBCTA calls the historic San Bernardino Santa Fe Depot home.  Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation.   

Under general supervision, performs a variety of procurement and contract administration duties in support of SBCTA departments; coordinates and monitors proposal, bid, negotiation, and contract processes; ensures compliance with legal and mandated rules and regulations and SBCTA policies and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Procurement Manager and Chief Financial Officer. Exercises no supervision of staff. 

This is the entry-level classification in the Procurement Analyst series. Initially under close supervision, incumbents learn and perform routine purchasing duties while learning SBCTA procurement and contract administration policies and procedures. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.  

• Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration.
• Assists in monitoring contract insurance compliance; receives, reviews, and processes insurance verifications for contract compliance; submits insurance verifications to risk management to obtain confirmation of compliance.
• Maintains original contract and procurement documents in central location.
• Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
• Develops bid invitations and solicitations, formal and informal bids, and requests for qualifications/quotes/proposals while ensuring legal and contractual provisions are included to protect SBCTA’s interests; assists in scheduling advertisements, announcements, and conference rooms for RFPs and IFBs; assists in preparing, reviewing, and formatting addendums to IFBs and RFPs.
• Analyzes cost/price elements in contractor proposals, bids, amendments or change orders.
• Assists in managing the evaluation of RFPs, RFQs, and IFBs, proposals, and quotations; conducts cost and price analysis; chairs evaluation committee meetings and vendor interviews; acts as advisor regarding consultant/contractor selection and award recommendations.
• Drafts contracts ensuring legal requirements are incorporated and enforced; coordinates review of contract documents with legal counsel; maintains related files.
• Ensures that procurements follow all guidelines and regulations to secure and/or retain state and federal funding.
• Ensures contractor compliance with provisions, including the maintenance of required insurance; develops, implements, and maintains an insurance tracking system and ensure that all insurance certificates are in compliance with current contract requirements; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
• Assists in creating various procurement documents and board agenda items.
• Attends/leads various meetings, including pre-bid and post-bid debriefings.
• Assists in various activities and work from the beginning of the procurement process through final close-out.
• Helps to maintain/update within the agency’s financial accounting system including the purchasing and contracting management modules.
• Provides guidance and assistance to SBCTA staff regarding capabilities of the financial accounting system’s purchasing and contracts modules; enters, updates, and maintains contract data and reporting related to procurements in the purchasing and contracts modules. 
• Assists with the maintenance/upkeep of the procurement document management system.
• Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Conducts a variety of analytical and operational studies regarding departmental and procurement activities, including financial, budget, regulatory, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Assists with analyzing and applying for various awards such as the Excellence in Procurement (AEP).
• Performs other related duties as assigned.

Knowledge of:

• Modern principles, practices, and methods of government procurement and contracting, including competitive bid processes and requirements and contract preparation, execution, and administration. 
• Principles of supply chain management. 
• Methods and techniques of researching and procuring goods, materials, and services. 
• Techniques for collecting, interpreting, analyzing, and reporting data and information.
• Business letter writing and the standard format for reports and correspondence. 
• Record keeping and filing system methods, principles, and practices.
• Business arithmetic and statistical methods. 
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility. 
• Techniques for providing a high level of customer service, by effectively working with the public, vendors, contractors, and SBCTA staff. 
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Understand SBCTA operations and effectively source and procure a diverse range of goods and services in support of SBCTA staff, programs, and projects. 
• Coordinate and participate in the solicitation, evaluation, and award of bids. 
• Review, interpret, and enforce contracts and amendments to minimize agency risk.
• Research and utilize data and information to achieve cost effective results. 
• Prepare, process, and maintain various contracts, specifications, service agreements, forms, reports, and related documents for review, approval, tracking, and/or recordation. 
• Conduct research and analyze, interpret, summarize, and present administrative and technical information, data, and recommendations in an effective manner. 
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials. 
• Perform accurate mathematical and statistical calculations. 
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Effectively represent SBCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. 
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.  A typical way to obtain the required qualifications would be:

Equivalent to an associate degree from an accredited college with coursework in finance, accounting, business or public administration, or a closely related field; and one (1) year of procurement and/or contract administration experience.

• Possession of, or ability to obtain, a valid California Driver’s License by time of appointment.

Physical Demands

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various SBCTA meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone.  This is primarily a sedentary office classification although standing in and walking between work areas may be required.  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.   Positions in this classification bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.  Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.   

Environmental Elements

The employee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.  The employee interfaces with staff, management, other departmental representatives, transportation and government officials, business representatives, and the general public in explaining SBCTA policies and requesting and providing information.  

Salary : $61,848 - $92,772