What are the responsibilities and job description for the Quality Control Procurement Analyst position at Santa Fe County?
JOB
Accept, review and insure that all purchasing contract and/or requisition requests that are submitted to the Purchasing Division by County Agencies are complete and contain all necessary supporting documentation. Entering all incoming requests into the Purchasing contracts database and requisition system. Communicate with the requesting County Agency regarding any information or supporting documentation that is lacking in their submittal packets. Verify that there is sufficient budget for the purchase of tangible goods or services being requested. Audit the contracts database to insure that information and documentation are being maintained and updated by the Procurement Specialists, including all hardcopy files. Update incoming contracts/requisition requests that are “assigned” and “unassigned” project requests, and notify the Procurement Manager and Procurement Planner of any projects that require assignment.
EXAMPLE OF DUTIES
The Analyst may be assigned procurement requisitions, contracts, and small purchase procurement solicitations. Keep the Procurement Manager informed of the status of necessary corrective actions are being addressed in a timely manner in order to meet strict deadlines. Keep information in good form and compose confidential reports for management so informed and timely corrective decisions can be made.Works under the direct supervision of the Procurement Manager.Ensure all incoming correspondences are logged and entered into the database correctly in order that all issues can be compiled, calculated and thoroughly tracked.Assign correspondence to the appropriate point of contact from the user agency or requestor requiring timely feedback to be posted to the log.Audit the Purchasing Process Request form that is submitted, including all packet material and the supporting documents to determine whether the information is complete for acceptance or rejection and returned to the user agency for additional information, while keeping track of rejections and returns while keeping a professional standard.Audit the Purchasing database at procurement process initiation and during post procurement completion to assure that all information and documentation is current, complete and uploaded. Provide feedback to the Procurement Specialist Senior Staff on findings.Audit Procurement files to ensure all information and documentation is complete to comply with audit requirements.Follow State procurement laws, County Purchasing Regulations and Policies and providing feedback to the requesting agency and Purchasing staff.Retain historical information to identify obvious errors and anomalies.Prepare monthly reports for supervisor(s) to use as a management tool to ensure efficiency in the assessment process.Utilize all programs, policies, procedures and requirements associated with County purchasing regulations, pursuant to all County Resolutions and Ordinances pertaining to purchasing goods and services.Attend various meetings, seminars, workshops, training, and assist the Procurement Manager and Procurement Planner with various projects as needed.Performs lead duties and support in overseeing the work of the Procurement Specialists, as directed by the Procurement Manager.Reviews, prepares and processes purchase requisitions under existing contracts for services, supplies, materials and other commodities.Provided assistance to County Departments by contacting vendors in obtaining quotes, invoices, and other items relevant to purchasing goods and services. Knowledge / Skills: Ability to work in a dynamic environment with changing priorities and critical deadlines. Ability to multi-task and work with minimal supervision.Highly organized with attention to detail and follow-through. Working knowledge of the State procurement code and County Purchasing Regulations and Policies, as well as computers and electronic data processing and working knowledge of modern office practices and procedures.Skill in communications, interpersonal skills as applied to interaction with coworkers, supervisor(s), the customer agency and the general public, etc., sufficient to exchange or convey information and to provide work directions.Demonstrated ability to communicate clearly and concisely, both orally and in writing. Good decision making skills. Perform tactfully and proficiently under stress.Ability to analyze data and produce reports.
SUPPLEMENTAL INFORMATION
Working Conditions: Work is performed in an office setting. Work schedule may include evening and weekend hours. May be required to travel. Manual and finger dexterity required. May be subject to exposure of CRT’s and VDT’s. Conditions of Employment: Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties. Reporting Relationships: This position will report directly to the Procurement Manager. Monthly reporting regarding requests for all projects will be required.
Accept, review and insure that all purchasing contract and/or requisition requests that are submitted to the Purchasing Division by County Agencies are complete and contain all necessary supporting documentation. Entering all incoming requests into the Purchasing contracts database and requisition system. Communicate with the requesting County Agency regarding any information or supporting documentation that is lacking in their submittal packets. Verify that there is sufficient budget for the purchase of tangible goods or services being requested. Audit the contracts database to insure that information and documentation are being maintained and updated by the Procurement Specialists, including all hardcopy files. Update incoming contracts/requisition requests that are “assigned” and “unassigned” project requests, and notify the Procurement Manager and Procurement Planner of any projects that require assignment.
EXAMPLE OF DUTIES
The Analyst may be assigned procurement requisitions, contracts, and small purchase procurement solicitations. Keep the Procurement Manager informed of the status of necessary corrective actions are being addressed in a timely manner in order to meet strict deadlines. Keep information in good form and compose confidential reports for management so informed and timely corrective decisions can be made.Works under the direct supervision of the Procurement Manager.Ensure all incoming correspondences are logged and entered into the database correctly in order that all issues can be compiled, calculated and thoroughly tracked.Assign correspondence to the appropriate point of contact from the user agency or requestor requiring timely feedback to be posted to the log.Audit the Purchasing Process Request form that is submitted, including all packet material and the supporting documents to determine whether the information is complete for acceptance or rejection and returned to the user agency for additional information, while keeping track of rejections and returns while keeping a professional standard.Audit the Purchasing database at procurement process initiation and during post procurement completion to assure that all information and documentation is current, complete and uploaded. Provide feedback to the Procurement Specialist Senior Staff on findings.Audit Procurement files to ensure all information and documentation is complete to comply with audit requirements.Follow State procurement laws, County Purchasing Regulations and Policies and providing feedback to the requesting agency and Purchasing staff.Retain historical information to identify obvious errors and anomalies.Prepare monthly reports for supervisor(s) to use as a management tool to ensure efficiency in the assessment process.Utilize all programs, policies, procedures and requirements associated with County purchasing regulations, pursuant to all County Resolutions and Ordinances pertaining to purchasing goods and services.Attend various meetings, seminars, workshops, training, and assist the Procurement Manager and Procurement Planner with various projects as needed.Performs lead duties and support in overseeing the work of the Procurement Specialists, as directed by the Procurement Manager.Reviews, prepares and processes purchase requisitions under existing contracts for services, supplies, materials and other commodities.Provided assistance to County Departments by contacting vendors in obtaining quotes, invoices, and other items relevant to purchasing goods and services. Knowledge / Skills: Ability to work in a dynamic environment with changing priorities and critical deadlines. Ability to multi-task and work with minimal supervision.Highly organized with attention to detail and follow-through. Working knowledge of the State procurement code and County Purchasing Regulations and Policies, as well as computers and electronic data processing and working knowledge of modern office practices and procedures.Skill in communications, interpersonal skills as applied to interaction with coworkers, supervisor(s), the customer agency and the general public, etc., sufficient to exchange or convey information and to provide work directions.Demonstrated ability to communicate clearly and concisely, both orally and in writing. Good decision making skills. Perform tactfully and proficiently under stress.Ability to analyze data and produce reports.
SUPPLEMENTAL INFORMATION
Working Conditions: Work is performed in an office setting. Work schedule may include evening and weekend hours. May be required to travel. Manual and finger dexterity required. May be subject to exposure of CRT’s and VDT’s. Conditions of Employment: Selected candidate must submit to and pass a County paid pre-employment physical and drug/alcohol screening. Additionally, selected candidate must submit to and pass a county paid criminal background screening. Selected candidate must possess and maintain a valid New Mexico Class D Driver’s License as incumbent shall be appointed to drive a County vehicle during the performance of his/her duties. Reporting Relationships: This position will report directly to the Procurement Manager. Monthly reporting regarding requests for all projects will be required.
