Procurement Analyst II

Port of San Diego; San Diego (CA); Hybrid; USD 82,000 - 100,000; Full time

Job summary

The Port of San Diego seeks a motivated Procurement Analyst II to join our Procurement Services team. You will procure goods and services in accordance with public agency policies, interact with vendors, and manage multiple projects with competing priorities.

Ideal candidates understand public procurement methods and can work independently to support capital development and maintenance contracts, while upholding compliance and delivering value to internal partners.

Qualifications

• Knowledge of public procurement methods and best practices.
• Ability to manage multiple projects and competing priorities.
• Strong communication skills and professional demeanor.
• Experience with drafting solicitations, bid processes, and contract administration.

Responsibilities

• Define and implement procurement strategies considering customer needs, best practices, laws, and policies; manage timelines.
• Purchase materials, draft solicitations, evaluate bids, and issue purchase orders for payment.
• Review requisitions for compliance and accuracy; organize requisitions for efficient action.
• Coordinate contracts for major maintenance and public works projects; administer consultant agreements and bid processes.
• Provide guidance to requisitioners and mentor procurement staff.

Skills

Public procurement

Contract coordination

Vendor interaction

Project management

Communication

Job description

The Procurement Services department is dedicated to supporting our organization by acquiring essential goods and services while upholding compliance with rules and regulations unique to a public agency. We pride ourselves on being a dynamic, highly productive team that balances professional excellence with a fun, friendly, and supportive work environment.

We are seeking a motivated Procurement Analyst II to join our team. Understanding of public procurement methods and ability to execute independently is essential to this role. You will be responsible for procuring goods and services in alignment with established policies and procedures and will serve as a key point of contact, interacting regularly with both our valued vendors and internal partners, while managing a variety of projects.

This position will require the following skillsets:

• Knowledge in purchasing goods, administering solicitations, executing service and construction contracts.
• A solid understanding of public procurement methods and best practices.
• The ability to seamlessly manage multiple projects and competing priorities.
• A positive attitude and strong communication skills are essential to succeeding in this collaborative role.

Hiring Range Negotiable Between: $81,931 - $100,000 DOE/DOQ*

Telecommuting may be approved for up to two (2) days a week after the first 90 days of in‑office work with approval of the Director of Human Resources.

This recruitment is for a Procurement Analyst II position.

DEFINITION

Under direction, performs responsible and professional procurement and contract coordination work; performs specialized and technical procurement activities for materials, supplies, services, vehicles, and equipment in accordance with Port standards and policies and all applicable legal requirements; coordinates contracts for capital development, major maintenance projects, and ongoing public works and maintenance services; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Procurement Analyst I: This is the entry-level classification in the Procurement Analyst series. Initially under close supervision, incumbents learn and perform routine professional duties in support of procurement and contract coordination work. 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 Procurement Analyst 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.

Procurement Analyst II: This is the fully qualified journey-level classification in the Procurement Analyst series. Positions at this level are distinguished from the Procurement Analyst I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Positions in the Procurement Analyst class series are flexibly staffed; positions at the Procurement Analyst II level are normally filled by advancement from the Procurement Analyst I level; progression to the Procurement Analyst II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the Procurement Analyst II level.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

Positions at the Procurement Analyst I level may perform some of these duties and responsibilities in a learning capacity.

RESPONSIBILITIES

• Determines and implements complex procurement strategies and methods based on multiple considerations, including customer department needs, procurement best practices, and applicable policies, laws, and regulations; advises and collaborates with customer departments regarding procurement approaches, alternatives, and considerations; determines and manages timelines.
• Within established procedures, purchases materials, goods, and services; drafts highly technical and specialized specifications; develops formal and informal competitive bid and proposal solicitations; evaluates competitive vendor submittals; performs price/cost analyses and assesses items, including discounts, delivery conditions, and quality and suitability of items; addresses and resolves bid inquiries and discrepancies; recommends award of contracts; facilitates decision analysis meetings seeking consensus; drafts and finalizes solicitation documents and agreements; issues, reviews, and distributes purchase orders for payment.
• Receives, reviews, and processes purchase requisitions for a broad array of equipment, supplies, and commodities; verifies compliance with pertinent laws, regulations, codes, Port policies, and standards; reviews information to ensure it is complete and accurate and order parameters are clear and understood; organizes requisitions for efficient action and response.
• Plans, develops, and coordinates contracts for Board approval for major maintenance and balanced capital projects, on‑going maintenance services, and minor public works projects for construction services for Port facilities and infrastructure and specialized services; prepares and administers consultant agreements; prepares formal and informal bid and proposal solicitation documents; establishes bid evaluation criteria; leads and/or facilitates bid evaluation panels and conducts bid openings; verifies responsibility of the lowest bidder; responds to bid protests; leads and/or facilitates contract negotiations with contractors and Port staff; reviews contractor bond and insurance information.
• Prepares and drafts agreements and contracts; serves as point of contact with contractors/consultants to provide information and resolve issues; drafts contract and agreement correspondence; prepares and maintains contract and agreement administration documentation; delivers presentations as needed.
• Interfaces with various Port departments and the Office of the General Counsel on bid process and contracting matters.
• Provides assistance and information to requisitioners; helps customer departments with questions related to scope of work, solicitations, or documents needed to begin the procurement process; provides technical expertise and guidance on standardization of product orders, large purchase requests, and other procurement matters to customer departments; interprets and explains applicable laws, regulations, codes and policies.
• Provides work guidance as needed to other procurement personnel; mentors, educates, coaches, and trains new and existing procurement personnel.
• Performs ongoing file maintenance and organization, including over a wide variety of solicitation, contract, and agreement boiler plate documents; makes updates to documents as required by legislative/regulatory changes; ensures the distribution of contract documents to parties of interest and upon request.
• Performs disaster service worker responsibilities, as directed.
• Ensures staff observe and comply with all Port and mandated safety rules, regulations, and protocols.
• Performs related duties as assigned.

KNOWLEDGE OF

• Principles, practices, rules, and regulations related to public sector procurement, including competitive bidding and best value evaluation procedures.
• Principles, practices, and methods used in public works construction, major maintenance, maintenance service and service agreement contracting, and contract administration.
• Principles and practices of public administration, including contracting, procurement, and maintenance of public records.
• Sources and types of products, commodities, and services used by the Port.
• Public procurement best practices.
• Methods of conducting product and vendor research.
• Shipping and receiving procedures, methods, and techniques.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Port and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Port staff.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

ABILITY TO

• Define issues, analyze problems, evaluate alternatives, and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules, and policies.
• Effectively develop, analyze, and evaluate bid proposals, purchase requisitions, specifications, and other procurement-related documents.
• Analyze and make sound recommendations on complex technical data and legal requirements associated with contract administration and management.
• Use experience and creativity to ensure compliance while meeting organizational needs.
• Prepare clear and concise reports, correspondence, documentation, and other written materials.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Independently 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.

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:

EDUCATION

• Procurement Analyst I/II: Equivalent to bachelor’s degree from an accredited college or university with major coursework in business administration, public administration, or a related field.

EXPERIENCE

• Procurement Analyst I: Two (2) years of increasingly responsible professional public procurement services and contract management experience.
• Procurement Analyst II: Four (4) years of increasingly responsible professional public procurement services and contract management experience.

LICENSES AND CERTIFICATIONS

• Possession of, or successful acquisition within six (6) months of employment, a valid Transportation Worker Identification Credential, to be maintained throughout employment.

EQUAL EMPLOYMENT OPPORTUNITY

The District firmly believes in, and is committed to, the principles and practices of equal employment opportunity and nondiscrimination. It is the policy of the District to recruit, hire, train, and promote persons in all job classifications without regard to age (40 and above), ancestry, color, disability (mental or physical), gender (including identity, appearance, or behavior, whether or not that identity, appearance, or behavior is different from that traditionally associated with the person's sex at birth), marital status, medical condition, military status, national origin, pregnancy, race, religion, sexual orientation, genetic information, or veteran status.

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 visit various Port 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 work areas 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 occasionally 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 10 pounds.??

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.??