Procurement Analyst 3

JOB INFORMATION

The Procurement Management Analyst procures goods and/or services as required by the college, utilizing formal and informal solicitations. This position is responsible for interpreting and applying Board, Local, State and Federal guidelines, regulations, policies and procedures and making appropriate recommendations to college administration and customers. The position acts in a leadership role in the procurement services unit and focuses on large, high impact contracts including construction projects.

Chemeketa is a proud Hispanic-Serving Institution that aspires to be an inclusive environment where we honor and value the unique contributions of our diverse students, employees, and community. We seek to foster cultural competence and pursue equitable solutions that support all students in achieving their educational goals. If you are interested in joining the work of the college to pursue a supportive and inclusive culture, we encourage you to apply.

When applying for this position, please attach the electronic documents listed below. Failure to do so will result in your application being rejected as an incomplete application. Any documents you provide that are not listed will not been seen by the Search Committee.

• Unofficial Transcripts - An electronic copy of your academic transcript(s) from an accredited institution which clearly indicate the degree awarded, and any other applicable information, must be attached with your application if you would like it considered as part of your eligibility for the position. Any applicants who earned academic credentials from outside of the United States and wish to use those credits for consideration must also upload an evaluation of college credit earned at the non-U.S. institution.

DUTIES & RESPONSIBILITIES

• Works collaboratively with other procurement services and business services staff in a team environment to ensure that all procurement and departmental functions are being accomplished successfully and within timelines and workload priorities
• Establishes and maintains an effective working relationship with vendors, college staff, and external professional staff/consultants in the preparation and development of business requirements, project scopes, and cost objectives in the acquisition of best or optimal value
• Composes, reviews, and oversees the development of formal solicitation documents; Administer complex, high risk, formal solicitation process for construction projects, architectural & engineering services, personal & professional services, and IT infrastructure/software, request for qualifications, request for proposals, invitations to bid, and request for quotations; Administer informal procurement processes
• Draft and process contract documents for execution and distribution; Coordinate contract amendment process ensuring that amendments follow original solicitations and contracts Statement of Work
• Works collaboratively with external professional staff/consultants in the composition and development of solicitation documents as necessary; awards subsequent contracts in accordance with board policy, college procedures, and state/federal regulations
• Researches the feasibility of, and utilizes alternative procurement methods for college contracts when deemed appropriate; negotiates pricing with vendors
• Formally and informally trains customers, provides interpretative assistance and guidance in procurement processes, systems, regulatory requirements, and related topics
• Update and maintain Procurement public web page as well as internal SharePoint site
• Prepare, update, and maintain Procurement templates and forms
• Administer Adobe Sign for digital review/signature
• Oversees the day-to-day operations of the procurement team

• Develops and maintains procurement records and reports
• Analyzes and evaluates purchasing policies and procedures, and implements or makes recommendations for modifications in current systems to meet changes in regulatory (i.e., policy/procedure/legal) and/or technological environment in order to maximize efficiencies through streamlining/ economizing efforts and facilitating the use of best practices; Includes review and revision of Chemeketa Community College Rules of Procurement for adoption by Board of Education.
• Interprets, explains, enforces, clarifies, counsels, advocates and takes courses of action based on and in compliance with Oregon Revised Statutes, Oregon Administrative Rules, and Chemeketa’ s Community College Rules of Procurement and best practices used in public procurement
• Interprets and reviews payment requests received by Accounts Payable staff when procurement process has been circumvented or other issues have been identified, and communicates with budget manager and his/her supervisor to determine resolution and communicates proper procedure
• Provides interpretive assistance of regulatory requirements for the disposition of college surplus property, and advises staff regarding the administration of these requirements
• Formulates and recommends policy and procedures to Director of Business Services and Vice President/Chief Financial Officer
• Prepare Board of Education reports and backup documentation regarding solicitations and policy & procedure updates.
• Attend Board of Education meetings when procurement related items are on the agenda
• May present and/or answer questions of the Board of Education related to solicitation, procurement policy & procedure, and/or the protest of a contract or award

• Stays apprised of legislation affecting Oregon’s Ethics law, and collaborates with the college’s General Counsel on the interpretation and administration of its effects on college staff and systems
• Participates in professional organizations, develops and maintain contacts with other local/state/federal agencies, and stay apprised of current legislation, regulatory interpretations and requirements, and trends in procurement and contract administration; represents college position on procurement related matters
• Interprets and administers procurement-related Public Records requests, advises staff regarding the college’s role as procurement Public Records custodian, and participates in a collaborative effort with the college’s General Counsel and Vice President/CFO to ensure relevancy, currency and availability of the college’s process for requesting Public Records

• Embraces diversity and actively collaborates effectively with a variety of students, staff and the public from diverse cultural, social, economic and educational backgrounds
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success
• Embraces, understands and uses appropriate technology tools to accomplish job functions
• Provides high quality, effective service to internal and external customers through continuous improvement and adoption of lean office practices

CANDIDATE QUALIFICATIONS

Your application will be scored based on the minimum qualifications, core competencies, and preferred qualifications listed below. If you are unsure whether you meet all of the qualifications , we encourage you to apply and address through your application materials all of the relevant education, transferable skills, and related experience that makes you a great candidate for this position. The information provided on your application will be used to determine step placement upon hire. Please ensure you include all information on your application which you wish to be considered.

Minimum Qualifications:

• Knowledge of purchasing methods and procedures
• In depth knowledge of state and federal laws and administrative rules, and applied principles and techniques in procurement
• Excellent analytical, written, and oral communication skills
• Strong interpersonal, presentation, and project management skills
• Facilitation and leadership skills
• Bicultural/multicultural skills sufficient to select appropriate behaviors, values and attitudes within different cultures during interactions with others.

Preferred Qualifications:

• Bachelor’s degree or higher from an accredited institution;
• Professional Procurement Certification such as Certified Purchasing Manager (CPM), Certified Professional in Supply Management (CPSM),
• Certified Public Procurement Officer (CPPO), Certified Professional Public Buyer (CPPB), or Certified Procurement Professional (NIGP-CPP)
• Accounting, Business, Finance or a closely related field Procurement experience with a local government;
• Procurement experience in large, high impact contracts with a special focus on construction projects and IT infrastructure/software

ADDITIONAL INFORMATION

SCHEDULE & MODALITY

• This is a 100%, 12-month classified assignment at the level 21 pay grade
• This position has a 6-month probationary period
• All positions at Chemeketa are required to be available for work onsite as requested by the college.
• Requires flexible work schedule to meet program needs, which may include evenings and/or weekends
• This position may require the use of your personal vehicle for transportation between campus locations
• If requested, requires the provision of official transcripts upon hire
• Employees must maintain Oregon, Washington or Idaho residency as a condition of employment.
• Successful applicants for designated positions must successfully pass a background inquiry, which may include criminal, driving, credit and full background checks. Only information relevant to the position will be considered. An individual with negative information on their background inquiry will not necessarily be denied employment.
• Providing false information will result in rejection of an application, employment offer or dismissal

PHYSICAL REQUIREMENTS

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary requirements are met.

VETERANS' PREFERENCE

Applicants are eligible to use Veterans' Preference when applying with Chemeketa Community College in accordance with ORS 408.225, 408.230 and 408.235; and OAR 105-040-0010 and 105-040-0015. Preference will be given only if the applicant meets the minimum criteria of the position and electronically attach the required documentation at the time of application.

For information regarding Veterans' Preference qualifications, visit http://www.oregonjobs.org/DAS/STJOBS/vetpoints.shtmlq

DOCUMENTS REQUIRED FOR VETERANS' PREFERENCE

• One of the following:
  • MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) -OR-
  • Letter from the US Dept. of Veterans Affairs indicating receipt of a non-service connected pension -OR-
  • Certification that discharge or release from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate
• In addition to one of the above documents, Disabled Veterans must also submit one of the following:
  • A copy of their Veterans disability preference letter from the Department of Veterans Affairs -OR-
  • Certification that medical separation from active duty under honorable conditions will take place not later than 120 days after the submission of the certificate.

You can request copies of your military service record through the National Archives website at http://www.archives.gov/veterans/military-service-records/

• Please Note: As part of the first round of screening, the committee will conduct an anonymous review of the application materials and will not be able to view any personally identifiable information. Please be sure that your application is complete and thoroughly depicts how you meet the minimum qualifications, core competencies and preferred qualifications. Required documents must be provided at the time of application. Any applications which do not have the required documents attached will be considered incomplete. Incomplete applications will not be considered. Chemeketa makes employment decisions based solely on the candidate's demonstrated competencies as related to successful performance in the position.

LEGAL COMPLIANCE

Chemeketa Community College prohibits unlawful discrimination based on the following:

Under College policies, equal opportunity for employment, admission, and participation in the College’s programs, services, and activities will be extended to all persons, and the College will promote equal opportunity and treatment through application of its policies and other College efforts designed for that purpose.

504/ADA Coordinator for Students

For concerns, inquiries or complaints regarding student disability accessibility and accommodations, please contact Karen Alexander, Director of Student Accessibility and Testing Services. Ph: 503.399.5276

Section 504/ADA Coordinator for Employees

For concerns, inquiries or complaints regarding employee disability accessibility and accommodations, please contact Alice Sprague, Vice President of Governance & Administration. Ph: 503.399.2537

Persons having questions or concerns about Title IX, which includes gender-based discrimination, sexual harassment, sexual violence, gender-based violence, and stalking, please contact the Title IX coordinator, Jon Mathis. Ph: 503.584.7323, Located at 4000 Lancaster Dr. NE, Salem, OR 97305, You can find additional information at http://go.chemeketa.edu/titleix.

All persons having questions or concerns related to Equal Employment Opportunity or Affirmative Action should contact the Affirmative Action Officer at 503.399.2537, 4000 Lancaster Dr. NE, Salem OR 97305.

Individuals may also contact the U.S. Department of Education, Office for Civil Rights (OCR), 810 3rd Avenue #750, Seattle, WA 98104, 206.607.1600.

To request this publication in an alternative format, please call 503.399.5192. For language access, please call 503.399.2537 or email alice.sprague@chemeketa.edu.

In addition to a rewarding and energizing career opportunity, Chemeketa offers a comprehensive benefits package to all salaried Chemeketa employees and eligible dependents. Benefits available to Chemeketa employee's include:

Core Benefits: Complete health insurance package, employer-paid group life insurance, Long term disability insurance, employee assistance programs

Voluntary Benefits: Voluntary life insurance, long term care insurance, AFLAC cancer insurance, flexible spending accounts.

Qualifying employees will receive contributions to the Public Employee's Retirement System (PERS) as well as the opportunity to enroll in optional 403(b) and 457(b) deferred compensation plans.

Additional perks of joining the Chemeketa team include tuition waiver for employees and their qualifying dependents, on-campus wellness activities, and generous leave policies.