Procurement Analyst

The Procurement Analyst 1 procures goods, services, equipment, and capital outlay projects in accordance with the College’s policies and procedures and in compliance with federal, state, and local procurement rules and regulations. Ensures maximum value for procurement, fair and equal treatment to all vendors, and maximum competition promotion for the organization.

Duties & Responsibilities

• Analyzes purchasing request information, quotes, proposals, and cooperative contracts. Identifies issues and discrepancies; and formulates contract award recommendations based on findings
• Reviews and processes electronic contracts, purchase orders, invoices, or grants. Monitors and verifies adherence to regulations and policies related to area of procurement. Prepares, reviews, and submits P-Card reports, reconciliations, and statements
• Reviewing, analyzing, writing, editing, negotiating (redlining), advising, purchasing contract terms and conditions. Accessing purchasing contract terms and conditions for various forms of risk and compliance
• Processes requisitions to procure services and commodities. Researches, analyzes, and provides due-diligence quotes, bids, and estimates. Conveys Independent Contractor Certification forms, Letters of Agreements, contracts, sales agreements, co-op agreement information, insurance, and new vendor paperwork. Reviews and analyzes all documents for accuracy and obtains appropriate signatures
• Identifies issues and works with requester and vendor to resolve discrepancies in services or products
• Researches and compares pricing with alternate vendors and verifies scope of work. Assists departments with scope development
• May assist with and/or is guided by senior analyst or supervisor in facilitating highly complex/high profile solicitations to include Invitation for Bids (IFBs), Request for Proposals (RFPs), and Request for Qualifications and Quotes (RFQs); as determined or defined by the Supervisor
• Analyzes co-op agreements for use approval and accurate pricing. Reviews insurance certificates, surety bonds, research vendor licensing, certifications, and service ratings
• Manages the end-to-end vendor registration processing, including receiving, reviewing, and processing new vendors and updating existing vendors. Verifies the completeness and accuracy of all required registration documents (e.g. W-9/W-8 forms and banking details). Performs required due diligence and background checks on potential vendors, including sanctions screening and tax ID validation. Regularly audits existing vendor master data to ensure accuracy and compliance. Communicates directly with vendors to request missing information, clarify documentation, and resolve registration issues professionally and promptly
• Finalizes purchase requests using a P-Card or issuing a purchase order. Notifies requester and receiving department with order and shipment details. Sends purchase orders to vendor
• Interprets and applies internal policies, procedures, and regulations. Collaborates with the Contract Services department for escalated contract review as necessary and in accordance with policy
• Works closely to assigned supervisory staff to complete highly complex and or high-profile procurements as assigned and defined by management
• Communicates with lead or supervisor regarding unusual or complex procurement requests or tasks
• Performs all other duties and responsibilities as assigned or directed by the supervisor