Procurement Analyst III

ABOUT THE JOB

OPEN UNTIL FILLED

Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.

For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county but is symbolic of our longstanding commitment to transportation.

Under general direction Procurement Analyst III, performs a variety of procurement and contract administration duties in support of SBCTA departments; coordinates and monitors proposal, bid, negotiation, and contract processes; ensures compliance with legal and mandated rules and regulations and SBCTA policies and procedures; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Procurement Manager and Chief Financial Officer. Exercises no supervision of staff. Procurement Analyst III exercises technical and functional direction over and provides training to lower-level staff.

PROCUREMENT ANALYST III – This is the advanced journey-level classification in the Procurement Analyst series. Positions at this level are distinguished from the Procurement Analyst II by performing the most complex work assigned to the series, including unique or specialized solicitations, as well as providing lead direction on a day-to-day basis to assigned staff. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to perform assigned duties and ensure efficient and effective servicing and function of the assigned area. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to deliver services and complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements.

Positions in the Procurement Analyst class series are flexibly staffed at all levels. Progression through the series 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 next higher level.

EXAMPLES OF TYPICAL JOB FUNCTIONS

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

• Performs a variety of technical, specialized, and professional duties in support of SBCTA purchasing, procurement, contract administration, and compliance programs, projects, and activities; ensures compliance with federal, state, and local laws, funding guidelines and requirements, and SBCTA policies and procedures.
• Collaborates with SBCTA staff in the development and preparation of solicitations; works and communicates with staff to ensure requirements are clear and understood; determines best methods of obtaining goods and services including professional and non-professional services and type of solicitation; and works with the Risk Manager to verify and request insurance.
• Coordinates and participates in the solicitation, evaluation, and award of bids; leads pre-bid briefings, proposer interviews, and scoring meetings; analyzes scope of work, cost/price elements, and independent cost estimates; advises on consultant/contractor selection and contract award recommendations; ensures proposals comply with scope of work, contract terms and conditions, and insurance requirements.
• Receives, reviews, and processes insurance verifications for contract compliance; submits insurance verifications to risk management to obtain confirmation of compliance.
• Prepares and publishes formal and informal bid documents and correspondence, such as, but not limited to, request for proposal (RFP), invitation for bid (IFB), request for qualification (RFQ), addenda documents, Notice of Award letters, Notice to Proceed letters, and Unsuccessful Bidder and termination letters, ensuring all applicable legal and contractual provisions are included to safeguard SBCTA’s interests.
• Prepares draft contracts, agreements, amendments, and extensions and coordinates legal and management review and approval of documents.
• Recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
• Researches and sources vendors utilizing various resources; maintains list of qualified vendors.
• Prepares or assists in the preparation of various federal, state, local, and SBCTA reports and documentation; participates in audits by providing requested information.
• Conducts a variety of analytical and operational studies regarding procurement, contract administration, and compliance programs, policies, and procedures; evaluates alternatives, makes recommendations for changes, and assists with the implementation of procedural, policy, and/or programmatic changes after approval.
• Organizes and maintains accurate and detailed databases, files, and records; verifies accuracy of information, researches discrepancies, and records information; coordinates and ensures compliance with established records retention schedules; distributes documents to parties of interest and upon request.
• Attends and participates in a variety of meetings, conferences, workshops, and training sessions and reviews publications to remain current on principles, practices, technologies, regulations, and new developments related to procurement and contract administration.
• Serve as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; communicates information and provides assistance regarding procurement, contract administration, and compliance programs; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Performs related duties as required.

In addition, Procurement Analyst III:

• Provides technical and functional direction to assigned staff; participates in developing work plans and priorities; reviews and controls quality of work; inspects and evaluates work in progress and upon completion to ensure that procurement, contract administration, and compliance duties are performed in accordance with federal, state, and local laws, funding guidelines and requirements, and SBCTA policies and procedures.
• Monitors quality of work and identifies opportunities for improving service delivery methods and procedures; provides recommendations concerning process changes to the supervisor; and implements changes and improvements after approval.
• Conducts research and works closely with consultants to procure unique or specialized solicitations.

QUALIFICATIONS

Knowledge of:

• Modern principles, practices, and methods of government procurement and contracting, including competitive bid processes and requirements and contract preparation, execution, and administration.
• Principles of supply chain management.
• Methods and techniques of researching and procuring goods, materials, and services.
• Techniques for collecting, interpreting, analyzing, and reporting data and information.
• Business letter writing and the standard format for reports and correspondence.
• Record keeping and filing system methods, principles, and practices.
• Business arithmetic and statistical methods.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Techniques for providing a high level of customer service, by effectively working with the public, vendors, contractors, and SBCTA staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

In addition, Procurement Analyst III:

• Principles of providing functional direction and training.
• Principles and techniques for working with groups and fostering effective team interaction and communication to ensure teamwork is conducted smoothly.

Ability to:

• Understand SBCTA operations and effectively source and procure a diverse range of goods and services in support of SBCTA staff, programs, and projects.
• Coordinate and participate in the solicitation, evaluation, and award of bids.
• Review, interpret, and enforce contracts and amendments to minimize agency risk.
• Research and utilize data and information to achieve cost effective results.
• Prepare, process, and maintain various contracts, specifications, service agreements, forms, reports, and related documents for review, approval, tracking, and/or recordation.
• Conduct research and analyze, interpret, summarize, and present administrative and technical information, data, and recommendations in an effective manner.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Perform accurate mathematical and statistical calculations.
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Effectively represent SBCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• 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.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

In addition, Procurement Analyst III:

• Plan, organize, and coordinate the work of assigned staff.
• Effectively provide staff leadership and work direction.

Education and/or 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:

PROCUREMENT ANALYST III: Equivalent to graduation from an accredited four-year college or university with major coursework in finance, accounting, business or public administration, or a closely related field; and five (5) years of increasingly responsible procurement and contract administration experience.

Licenses and Certifications:

• None.

SUPPLEMENTAL INFORMATION

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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 policies and procedures.

• Tier 1 Members' retirement benefit formula is 2% @55 with a 7.2% employee member required contribution.
• Tier 2 Members' retirement benefit formula is 2.5% @67 with a 9.37% employee member required contribution (FY 25/26).

• Senior Management and Administrative/Professional Employees: Employer contributes $3 to match each $1 contribution made by employees to their 457(b) plan, up to a maximum combined total of 10 % of the employee’s annual salary not to exceed the dollar limitation contained in IRS Code Section 402(g) in effect at the beginning of such taxable year.
• Support Employees: Employer contributes $1 to match each $1 contribution made by employees up to a maximum combined total of 10 % of the employee’s annual salary not to exceed the dollar limitation contained in IRS Code Section 402(g) in effect at the beginning of such taxable year.

• 9/80 Alternative Work Schedule
• Telework options for most positions
• Employee health and wellness program, Wellness Works Here
• Tuition reimbursement program