Management Analyst - Finance & Procurement

City of New Albany (OH); New Albany (OH); On-site; USD 70,000 - 100,000; Full time

Job summary

The City of New Albany (OH) seeks a skilled management analyst to oversee contracts for goods and services, tracking, analyzing and reporting to support decision making.

This exempt role requires independent research, strong communication, and the ability to read complex documents, draft policies, and ensure compliance with purchasing rules and laws.

Qualifications

• Bachelor’s degree from an accredited college or university; minimum two years of independent research and reporting experience; Master’s degree preferred.
• Ability to read and interpret complex documents such as contracts, rules and legislation; background check and drug screen required.

Responsibilities

• Prepare reports and presentations for internal/external customers or committees.
• Monitor and coordinate complex projects and research initiatives; work with multiple departments.
• Serve as liaison among internal and external stakeholders to ensure project success.
• Develop standards for tracking and reporting purchasing activities; maximize efficiency and ensure compliance.

Skills

Communication

Analytical skills

Organizational skills

Education

Bachelor's Degree

Master's degree (Preferred)

Tools

Microsoft Office

Job description

This unclassified, FLSA-exempt position provides management of contracts for goods and services for and by the city, including, tracking, analyzing and reporting for decision making. The incumbent will use excellent communication, analytical and organizational skills to complete work that involves the need to work closely with other departments. To be successful, the position requires an employee who works independently to prepare and research solutions before presenting problems to others, is self-motivated, organized, and creates positive working relationships with staff in other departments. The management analyst will have the capability to read contracts, agreements, legislation, and other highly technical or specialized documents, gather pertinent information, and create systems and draft policies to ensure compliance with purchasing rules and laws.

The nature and duties of this position qualify as FLSA exempt and not entitled to formal overtime compensation. The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required or assigned.

• Prepares information (reports, presentations, etc.) for a variety of internal and external customers or committees; responds to requests for information and/or complaints.
• Effectively monitors, coordinates, facilitates and troubleshoots complex projects and special planning and/or research projects.
• Works with a variety of individuals within the city and within the community, including directors or high-level managers.
• Acts as liaison between internal and external stakeholders to ensure successful completion of projects; attends internal and external meetings with a variety of groups.
• Develops internal standards or processes for tracking and reporting on purchasing activities; monitors, evaluates, and identifies opportunities for improving customer service delivery methods and procedures.
• Investigates and responds to inquiries from other city staff and the public, including requests for public records.

Contract Administration and Procurement

• Works collaboratively with departments to manage, track and report on the contracts; assists or manages the procurement and contracting process, including but not limited to: bid development, RFP/RFQ/RFI reviews, awarding, and contract approval process.
• Evaluates, recommends, and implements policies, methods and technologies to create efficiencies for the procurement process; provides accurate, complete, transparent, and timely tracking for contracts, including renewal periods; ensures cost-effective purchasing, strong supplier and contract management, and compliance with related policies, City code, and applicable regulatory requirements.
• Reviews requisitions and departmental purchases to ensure compliance with purchasing policies and applicable regulations.
• Consults with departments on purchasing needs and resolves issues related to bids, contracts, or vendor concerns.
• Identifies competitive purchasing opportunities, including cooperative purchasing programs, to maximize cost efficiency.
• Collaborates with legal counsel to develop and update standard procurement documents and agreements.

P-Card Program

• Manages and administers the City’s purchasing card (P-Card) program, including card issuance, transaction oversight, and policy compliance.
• Conducts P-Card training and continuing education for City staff.

Prevailing Wage Compliance

• Oversees prevailing wage compliance for applicable projects, including monitoring certified payroll submissions and required documentation.
• Ensures compliance with Ohio Department of Commerce prevailing wage regulations and City income tax requirements prior to final payment approvals.
• Maintains contract documentation related to capital construction and capital equipment purchases.

Surplus Property Management

• Coordinates the disposal of surplus and end-of-life property in compliance with applicable laws and City policies.
• Maintains records and provides reporting related to surplus property.

Risk Management

• Administers the City’s property and liability insurance programs, including policy renewals, coverage updates, and bond management.
• Maintains the insured asset inventory and supports the annual insurance renewal process.
• Oversees infrastructure damage claims and coordinates related documentation.

Regular and predictable attendance.

Other duties as assigned.

This position requires a high-level of technical and professional competency. A Bachelor’s Degree from an accredited college or university is required, with coursework in business, finance, public administration and/or related field of study, plus at least two (2) years of experience in a position that required independent research, analysis and preparation of reports; a Master’s degree is preferred; or, the equivalent education and/or work experience that provides the incumbent with the necessary knowledge, skills and abilities to perform the work. This position requires passing a background check including credit check, drug screen and a valid Ohio driver’s license.

In addition to the qualifications identified above, the following knowledge,skills, and abilities are necessary:

Ability to: gather information, analyze data and processes to create efficiencies and structure; read, understand, interpret and critically evaluate technically written documents such as financial documents, rules, the ORC, City Code, contracts and agreements; patiently and skillfully explain complicated concepts in a way that is understood; prepare and make presentations to various groups; research, analyze and write reports; adapt work schedule to meet needs of the position, as needed; develop and standardize procedures and methods to improve the efficiency and effectiveness of services, projects, and activities; effectively schedule, organize, and prioritize work assignments, project tasks and activities to meet deadlines; assess and monitor workload, operational processes, and internal reporting relationships; receive, investigate, and respond to problems and complaints in a professional manner; innovate and be creative, identify areas for improvement, feasible solutions and present ideas for implementation; handle complaints from the public effectively and tactfully; handle and work under stressful situations often with frequent interruptions; drive a motor vehicle; behave in a friendly, understanding, and helpful and professional manner with the general public, coworkers, and supervisors; perform work off site or through remote offices.

Skill in: use of Microsoft Office applications and specialty software; communicating effectively, orally and in writing, to a variety of groups; establishing and developing positive working relationships with community stakeholders and staff to support a high level of organizational performance; dealing with difficult or stressful situations while maintaining composure and discretion; problem-solving independently.

Knowledge of: principles, practices, concepts, procedures and methods regarding finance operations in the public sector, etc.; policies and procedures of the city and department.