Procurement Analyst

Redmond, City of (OR); Redmond (OR); On-site; USD 55,000 - 85,000; Full time

Job summary

The City of Redmond in Oregon is seeking a Procurement Analyst who supports city-wide procurement and contracting activities. Under supervision, you’ll prepare procurement documents, assist with solicitation materials, and coordinate routine workflows while ensuring compliance with public contracting rules and city policies.

You’ll also support accounts payable tasks as needed and help improve procurement processes, maintain contract records, and provide vendor and department customer service.

Qualifications

• Associates degree or coursework in business/procurement with 2 years procurement and accounts payable processing experience.
• Possession of a valid Oregon driver’s license and safe driving record.
• Completion of Oregon Procurement Services Training (Principles of Public Procurement) within 6 months of hire.
• Bachelor’s degree in Finance, Business Administration, or related field is desirable.

Responsibilities

• Prepare procurement documentation for goods and services including PO, scopes of work, and quotes.
• Assist with developing solicitation materials (RFPs, RFQs, ITBs) using templates.
• Coordinate routine procurement workflow and contract timelines.
• Maintain the City’s contract database and track deliverables and amendments.
• Respond to vendor and internal inquiries and escalate complex issues as needed.
• Conduct preliminary market research and price comparisons.
• Ensure compliance with City policies, procurement laws, and budgetary controls.
• Encode invoices and assist Accounts Payable with routine tasks.

Skills

Public procurement knowledge

Analytical skills

Communication skills

Customer service

Education

Associates degree in business/procurement or related

Bachelor’s degree in Finance/Business Administration (Desirable)

Tools

Microsoft Excel

Microsoft Word

Job description

Purpose of Position

Under general supervision of the Procurement and Payables Manager, the Procurement Analyst performs technical, analytical, and administrative duties supporting City-wide procurement and contracting activities. The Procurement Analyst also assists with improving procurement processes, ensuring compliance with applicable public contracting rules, and supporting City departments in routine purchasing activities. The position performs limited accounts payable duties only as needed for backfill, ensuring continuity of workflow and customer service.

Distinguishing Characteristics

This role serves as the first classification in the Procurement Analyst series, providing procurement document preparation, solicitation support, vendor coordination, and contract tracking functions. The position is distinguished from the Senior Procurement Analyst in that it focuses on small and less complex procurement matters and requires more direct supervision and review when working on more complex procurements and formal solicitations.

Essential Job Functions

• Prepares and assists departments with procurement documentation for goods and services as assigned, including purchase orders, scopes of work, basic bidding documents, and quote packages.
• Supports development of solicitation materials using predefined templates (RFPs, RFQs, ITBs) by gathering requirements, drafting standard sections, and coordinating reviews.
• Coordinates routine procurement workflow, including routing documents, tracking contract timelines, monitoring expirations, and ensuring required documentation is complete.
• Maintains the City’s contract database and assists with tracking deliverables, amendments, vendor correspondence, and compliance requirements.
• Provides customer service to vendors and internal departments, responding to small and less complex procurement questions, initially directing more complex inquiries to the Senior Procurement Analyst or Procurement Manager.
• Conducts preliminary market research and pricing comparisons to support sourcing decisions and departmental purchasing requests.
• Reviews procurement documents for accuracy, proper authorizations, and compliance with City policies and public contracting rules.
• Assists in ensuring procurement records are complete and properly stored in the contract management system.
• Ensures accurate routing, execution, and documentation of contracts; maintains centralized contract records in the City’s contract management system.
• Tracks contract performance, deliverables, renewal cycles, expirations, amendments, and compliance with all City, state, and federal requirements.
• Participates in departmental efforts to improve procurement processes, templates, and policies.
• Maintains positive vendor relationships, provides support on routine inquiries, and assists in resolving minor discrepancies or documentation issues.
• Ensures adherence to Oregon public contracting laws, City procurement code, and all regulatory frameworks.
• Assists in ensuring procurement transactions comply with approved budgets and financial controls.
• Utilizes financial systems to track the full lifecycle of procurement and grant transactions, supporting transparency, compliance, and efficient reporting.
• Participates in process, policy, and program development and improvement efforts related to their duties. Communicates policies and procedures to internal departments.
• Assists Accounts Payable with encoding invoices; entering information into a database; processing transactions and changes; ensuring transactions comply with established policies, procedures, and budget; reviewing financial documents for accuracy, proper authorizations, adequate documentation, and appropriate account numbers; running and/or developing reports; filing paperwork and performing other related duties. Coordinates with appropriate staff to identify and resolve discrepancies and errors.
• Performs a variety of clerical activities in support of daily operations, which may include filing; copying; faxing; typing standard documents; preparing, sorting, and distributing mail; scanning; entering data; and/or performing other related activities.
• Prepares, updates, and maintains a variety of financially related correspondence, reports, notices, billings, records, spreadsheets, schedules, website information, and/or files.
• Provides coverage and administrative support in the Finance Department, as needed, and back-up support during administrative staff absences.
• Trains other staff to assist during peak periods and to provide back-up during absences. Provides coverage and administrative support in areas that are customer-facing, as needed, and back-up support during administrative staff absences.
• Complies with safety requirements of the position and actively promotes safe work practices.
• In an emergency event or an officially declared State of Emergency, responds as directed to ensure the continuance or restoration of essential public services, facilities, and infrastructure.
• This position may be asked to serve as a member of various employee committees, perform general office duties and other related duties as assigned.
• This position may require the use of a City vehicle to attend meetings, trainings, collect mail, etc.

Necessary Knowledge, Skills, and Abilities

Meet and deal with the public in a professional and courteous manner even, at times, in intense situations. Communicate clearly, concisely, and effectively, both orally and in writing.

Work independently and accurately under deadlines; manage a high volume of tasks at one time, including organizing and prioritizing own work; analyzing and interpreting business records; adjusting operating procedures as necessary to improve organizational effectiveness.

Operation of computerized equipment and utilization of software programs, Microsoft Office products including Word and Excel, and other office applications and equipment. Create and maintain complex spreadsheets and reports. Demonstrate ability to enter accurate data into standardized formats. Ability to perform basic arithmetic computations.

Considerable knowledge of customer service procedures and office practices and procedures.

Knowledge of basic principles and practices of the purchasing function in a public agency setting including accounting principles and practices as applied to procurement. Ability to interpret, apply and explain applicable federal, state, and local laws, codes, regulations, policies, and procedures. Ability to generate and prepare business records and reports.

Ability to creatively solve problems and deal with a variety of situations where only limited standardization exists; Analyze complex issues, utilize critical thinking, evaluate alternatives, and reach logical conclusions; Ability to interpret instructions furnished in written and oral format.

Job Qualification Requirements

Minimum Requirements: Associates degree or course work with general business, procurement, or accounting curriculum, as well as two (2) years verifiable work experience involving procurement and accounts payable processing; or any equivalent combination of verifiable work experience and training which demonstrates the ability to perform the above-described duties.

Special Requirements / Licenses

This position may be required to drive a City vehicle. Possession of; or required to obtain within thirty (30) days from date of hire, a valid Oregon driver’s license. Must have a safe driving record.

Completion of State of Oregon Procurement Services Training: Principles of Public Procurement or equivalent required within six (6) months from date of hire.

Desirable Requirements

• A Bachelor’s Degree in Finance, Business Administration, or related field
• Two (2) years of municipal government verifiable work experience in procurement, finance, or accounts payable
• Four (4) years of increasingly responsible procurement, accounting, or accounts payable specific verifiable work experience
• Advanced level Microsoft Excel experience
• Current Oregon Notary Public

Competencies

Adaptability - Adapts to changes in the work environment; manages competing demands; able to deal with frequent change or unexpected events; changes approach or method to best fit the situation.

Attendance & Punctuality - Consistently at work and on time; arrives at meetings and appointments on time.

Cost Consciousness - Works within the approved budget; conserves organizational resources.

Customer Service - Manages difficult or emotional customer situations; understands and applies the principles of quality customer service; responds to customer needs and requests for service and assistance; solicits customer feedback to improve service.

Dependability - Follows instructions and responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

Diversity - Shows respect and sensitivity for cultural differences; promotes and supports a harassment-free environment.

Ethics - Treats people with respect; inspires the trust of others; works ethically and with integrity; upholds organizational values.

Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for help when needed.

Innovation - Displays original thinking and creativity; meets challenges with resourcefulness; generates suggestions for improving work; develops innovative approaches and ideas; presents ideas and information in a manner that gets others’ attention.

Interpersonal Skills - Focuses on cooperatively resolving conflict; maintains confidentiality; actively listens to others without interrupting; conveys a positive image of the City and its services; keeps emotions under control; remains open to others; ideas and tries new things.

Judgement - Displays willingness to make decisions; exhibits sound and accurate judgement; supports and explains the reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Motivation - Sets and achieves challenging goals; demonstrates persistence and overcomes obstacles; measures self against standard of excellence; takes calculated risks to accomplish goals.

Oral Communication - Speaks clearly and persuasively; listens and gets clarification; responds well to questions; participates in meetings; demonstrates group presentation skills.

Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organizational goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Planning & Organizing - Prioritizes and plans work activities; uses time resources efficiently; plans for additional resources; sets goals and objectives.

Problem Solving - Identifies and resolves problems promptly; gathers and analyzes information skillfully; develops alternative solutions; uses reason even when dealing with emotional topics; works well in group problem-solving situations.

Professionalism - Effectively manages politically sensitive and confidential information. Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of status or position; inspires respect and trust; accepts responsibility for own actions; follows through on commitments.

Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness; applies feedback to improve performance; monitors own work to ensure quality.

Safety and Security - Observes and ensures others observe safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses and ensures others use equipment and materials properly.

Teamwork - Balances team and individual responsibilities; exhibits objectively and openness to others’ views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone’s efforts to succeed.

Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.

Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; present numerical data effectively and accurately; able to read and interpret written information.

Supervision Received

Work is performed under the general direction of the Procurement and Payables Manager who holds employees accountable for achieving goals and objectives, with additional direct interaction and feedback from department managers.

Supervisory Responsibilities

This position is not a supervisory position. May assist in direction, guidance, or training in operational procedures to other employees.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, and controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to ten (10) pounds and may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Tools and Equipment Used

Computer, including word processing, automated financial system, Internet, and spreadsheet programs; calculator, telephone, copy machine, fax machine and postage machine.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions.

The noise level in the work environment is usually quiet with frequent interruptions from the public and/or City employees, which may reach moderate noise levels.

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.