Procurement Analyst (PA1)

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Job Description:

The Procurement Analyst position plans, develops, and manages procurements, including, but not limited to, solicitations, contracts, and agreements, that are essential to agency operations, ensuring compliance with applicable laws, regulations, policies, and procurement procedures. This role also provides technical expertise, guidance, training to agency staff and business partners throughout the procurement lifecycle, including solicitation development, proposal evaluation, risk mitigation, contract execution, and performance monitoring. The person in this position will also support continuous improvement by developing and maintaining procedures, providing staff training, and ensuring procurement documentation and contract files comply with rules and regulations.

This position also plays an important role in participating in the development or selection of a contract generation and management system, developing and maintaining accurate system records and data sources, as well as supporting contract management, and contributing to process improvements that strengthen efficiency, transparency, and ethical procurement practices. If you are skilled and have experience with contract management systems and complex spreadsheets, are detail-oriented, analytical, and motivated to support effective public service through high-quality procurement work, we encourage you to apply!

Duties    

Procurement Planning and Development

• manages procurements by selecting appropriate solicitation methods and developing the applicable documents such as Requests For Proposals, Invitations To Bid, Requests for Information, and direct award, to procure goods and services, advising business partners, and ensuring compliance with statues, administrative rules, policies, and procedures for developing and awarding contracts’
• collaborates with program staff and technical experts to define scopes of work, develop specifications, translate program needs into legally compliant contract terms, and develop contract documents, including terms and conditions, and obtain required legal reviews;
• manages the proposal evaluation process, leads pre-proposal conferences, issues award notifications, and addresses inquiries, complaints, and protests throughout the procurement process; and
• negotiates contract terms, assesses and mitigates performance risk, and coordinates with internal and external stakeholders to finalize agreements aligned with funding requirements and organizational policies.
• prepares and processes contract amendments or extensions, and helps resolve contract disputes, including drafting notices for cure, breach, or termination as needed;
• provides training and technical assistance to staff on procurement policies, procedures, and ethical requirements while supporting updates to internal processes and standards;
• ensures accurate documentation and recordkeeping, contributes to organizational projects, and supports continuous improvement of procurement systems and practices;
• assists in updating and preparing new procurement-related policies, processes, and procedures;
• ensures all documents and data entry related to procurement activities are accurately captured and documented according to standards of practice and as required by statute and administrative rules;
• Assists with organization projects as assigned. Demonstrates a desire to learn and adopt new software, business practices, and methodologies. Participates in projects and provides input; and
• Collaborates with other state and public agencies to develop cooperative procurement contracts and agreements. Interprets and applies applicable guidelines, regulations, and policies; offers recommendations to mitigate risks.

Ongoing

• Engage in effective team participation through willingness to assist and support colleagues and management;
• Develop positive working relationships with internal and external partners and management through active participation in projects and in identifying and resolving issues in a constructive, collaborative manner; and
• Contribute to a positive, respectful, and productive work environment in a manner that fosters and promotes the importance and value of a diverse, discrimination- and harassment-free workplace, respecting diversity of opinions, ideas, and cultural differences.

Primary Desired Attributes for this Position   

1. Understanding of Procurement Concepts and Proven Procurement Experience | Ability to Interpret Rules, Procedures, & Guidance: Demonstrates professional level knowledge and experience implementing procurement principles, theories, and processes related to Oregon Executive Branch governmental procurement (RFPs, ITBs, contracts, agreements) and an ability to learn procurement lifecycle activities; shows experience and capacity to learn and apply policies, procedures, and regulatory requirements.

2. Analytical & Critical Thinking Skills | Attention to Detail & Accuracy: Uses logical reasoning to review information, compare proposals or contract terms, and identify basic issues or inconsistencies; demonstrates ability and experience producing clear, organized work products with careful attention to documentation, data entry, and adherence to requirements and instructions. Demonstrates openness to training, feedback, and developing knowledge of procurement systems, tools, and public contracting practices.

3. Written & Verbal Communication & Customer Service Skills: Demonstrates experience and ability to communicate clearly and professionally with staff, stakeholders, management, other agencies, and prospective proposers and contractors, including summarizing information and asking clarifying questions when needed; experience with public speaking and the ability to communicate and uphold procurement requirements with internal and external partners; demonstrates ability to work effectively with internal and external partners; demonstrates responsiveness, professionalism, a strong customer service ethic, and willingness to support team and agency goals.

4. Organizational Skills & Ability to Manage Tasks: Demonstrates effective work prioritization and time management skills and experience managing multiple assignments, meeting deadlines, and following established processes.

5. Process Improvement: Demonstrates skill and experience understanding workflows and developing and using automated processes such as automated document generation and management software, mail-merge, complex Excel spreadsheets, and Smartsheet.

6. Professional Credentialing: Holds current recognized procurement credentials, such as State of Oregon Procurement Basic Certification (OPBC), Universal Public Procurement Certification Council’s Certified Professional Public Buyer (CPPB), or OPDC-approved alternate.

For the full position description, please send your request to:  opds.hr.info@opds.state.or.us  

Minimum Qualifications   

Three (3) years’ paraprofessional or technical level experience in a related field such as general business, accounting, contracts, purchasing, or project administration support.

OR 

A bachelor’s degree will substitute for experience.

A one year certificate in supply chain, logistics management, procurement, or a related field