Procurement Analyst in Fargo, North Dakota at City of Fargo

Job Summary:
Under the general direction of the Purchasing Manager, provide professional business and procurement support to City departments through financial and budgetary analysis, development and implementation of effective business strategies, end-to-end procurement services, and effective utilization of technology. Ensure compliance with all applicable procurement laws, regulations, policies, and procedures while delivering cost-effective solutions within established timelines. Coordinate and collaborate with departments to research and develop accurate specifications, contract terms, and conditions, and recommend and facilitate the most appropriate procurement methods to support departmental and organizational objectives. Manages the City's procurement-related processes within the Tyler Technologies enterprise resource planning (ERP) system, including workflow administration, vendor management, purchase order processes, reporting, and user support to ensure efficient and compliant procurement operations.
Scope of Responsibility:
Responsible for the quality, accuracy, and timeliness of assigned work. The Procurement Analyst implements and administers purchasing procedures, identifies efficiencies and process improvements for City-wide procurement operations, and provides professional procurement and financial support to City departments. This position coordinates competitive solicitation processes, conducts financial and cost analysis, assists with budget tracking and contract administration, reviews pricing and funding impacts, and ensures compliance with applicable procurement laws, regulations, policies, and financial controls. The Procurement Analyst also supports the development of strategic purchasing initiatives, vendor relationships, reporting, record management and technology solutions to improve operational effectiveness, and fiscal accountability.
Essential Duties and Responsibilities:

Ability to understand complex financial transactions and/or activities and logically solve accounting problems.

1. Collaborate with City departments to evaluate and understand their procurement needs. Assist departments in the purchasing policy requirement for securing the necessary resources to provide quality and cost-effective services. Provide and coordinate financial, budgetary, procurement, and business application support as part of a comprehensive and collaborative approach to centralized financial services.
2. Instill confidence in the City’s procurement process both internally and externally. Mentor teams within and outside of Finance, teaching the skills necessary to successfully implement comprehensive procurement solutions to meet the City’s complex and growing procurement needs.
3. Ensure compliance of requisitions, bids, and proposals with all regulations and policies. Verify availability of funds and corresponding budgets and appropriate approvals have been completed. Maintain detailed and organized records to ensure the City’s position is well-documented.
4. In collaboration with the Purchasing Manager, research and analyze complex data, extract and define relevant information, and develop critical decision-making reports and financial models. Research and analysis may relate to use of personnel, financial, and technology resources; product and market analysis; system capabilities; financial programs; business processes and workflow; and/or budget performance. Assist in the evaluation and communication of results.
5. Review and analyze procurement-related accounting activity, including purchase orders, account numbers, budget availability, contract payments, and compliance with applicable accounting, procurement, and internal control requirements.
6. Provide comprehensive decentralized procurement services including implementation of effective procurement strategies/tactics. Research and analyze products and pricing, contract and bid specifications, requests for proposals (RFP), invitation to bids (ITB), true cost to purchase, cash flow, and long-term budgetary implications. Effectively manage vendor communication and relationships to ensure departmental expectations are met.
7. Develop and prepare reports, communicate results, and participate in the decision-making process to effectively using the City’s resources to provide value-added services.
8. Provide ongoing monitoring and evaluation of the results of the procurement strategies, tactics, and workflow processes to ensure the City is operating effectively and efficiently in providing value-added public services. Results include cash flow and budgetary forecasts, appropriate utilization of technology, quality of products and services purchased, vendor relationships, and\or terms and conditions of contracts.
9. In collaboration with the Purchasing Manager, respond to and resolve complex and / or escalated concerns or issues from vendors, departments, and elected officials. Research and analyze the underlying issues to succinctly and accurately communicate the City’s position.
10. Provides system support for financial management software to include assistance for training key staff members.
11. Research, interpretation, and application of complex federal regulations across a multitude of Federal, State and local grant and loan programs.
12. Frequently interacts with others in the work unit to exchange detailed and/or technical information; communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
13. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;
14. Perform other duties and activities as assigned.

Minimum Qualifications:
The job requires a bachelor’s degree in business, public administration or related field and four or more years’ experience with relevant experience in finance or procurement; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the position.
Knowledge, Skills and Abilities:

• Knowledge of state, federal, and local ordinances, statutes, resolutions, codes, policies, procedures, rules, and regulations governing procurement activities and functions;
• Knowledge of principles and practices of public sector purchasing;
• Knowledge of governmental accounting principles, financial reporting, internal controls, account coding, budget monitoring, purchase order processes, and procurement-related financial compliance;
• Knowledge of Code of Federal Regulations (CFR) and Office of Management and Budget (OMB) rules pertaining to procurement and contracts;
• Knowledge of techniques and practices for effective, efficient, and fiscally responsible management of allocated resources;
• Knowledge of City organization, operations, policies and procedures;
• Knowledge of the principles of accounting, finance, procurement, cash management, and statistics and ability to apply those principles to perform a variety of procurement strategies, tactics, and functions.
• Knowledge of and skill in using technology and financial software systems.
• Ability to transform raw data into information.
• Ability to develop concise and clear policies and procedures, bid specifications, contracts, and agreements.
• Ability to establish effective working relationships and maintain confidentiality.
• Ability to innovate and adapt to new technology and related applications, business tools, and practices.
• Ability to plan, organize, schedule, and coordinate multiple work activities.
• Ability to listen, research, analyze, and effectively present results.
• Ability to independently and with autonomy to manage multiple projects within agreed-upon time frames.
• Ability to effectively design and deliver training programs.
• Ability to communicate effectively, orally, interpersonally, and in writing to a variety of audiences, including other City employees, managers, and officials.

Physical Demands & Working Conditions:
Most work is performed in a normal office environment. Work requires significant computer use and keyboard time. Work requires use of telephone and other office equipment. There is high attention to detail, audit, financial statements, grant reporting and deadlines. Daily work may involve moving between buildings and rooms. Limited driving is required. The job may involve dealing with and calming individuals who are emotionally charged over an issue.
Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.
Light Work: Physical demands are normally those associated with light work: Exerting up to 10 pounds of force occasionally and/or negligible amount of force constantly to move objects.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time.