Procurement Analyst II

Position Title:

Salary Range:

Job Description Summary:

Primary Duties and Responsibilities

1. Required Functions

• Assists with the development and effective implementation of public procurement best practices throughout Sourcewell in the following contexts: solicitations, pre-solicitation processes and meetings, Request for Proposals (RFPs), Invitations for Bid (IFBs), evaluation processes, contract awards, communications with prospective suppliers and members, contract documentation, price and product changes and approvals, data management and documentation filing, and supplier compliance with contract terms. Provides input to the Procurement Manager regarding best practices in all phases of internal and external operations of the Procurement Department.
• Under the guidance of the Procurement Manager or Senior Procurement Analyst, collaborates regularly with Sourcewell’s Category Development Administrators and Supplier Development Administrators in order to continuously improve processes critical to the quality of contracts used cooperatively by Sourcewell and its members.
• Facilitates and assists with the internal processes of the department under the guidance of the Procurement Manager or Senior Procurement Analyst:
• Ensures the accuracy and validity of documents and records.
• Helps develop systems-based processes to ensure contract compliance at all levels.
• Analyzes and identifies ways to better execute the Procurement Department’s responsibilities.
• Responds to inquiries related to Procurement Department processes from participating entities, suppliers, and other interested parties in an efficient and effective manner.
• Works closely with Procurement Department team members to assist in continuously improving the overall functioning of the department.
• Attends and participates industry conferences and ongoing training to acquire and maintain relevant certifications and to obtain information for improving the Procurement Department.
• Develops and conducts internal and external training to educate members and suppliers on Sourcewell’s solicitation and audit processes.
• Provides mentorship to other Procurement Team members.

2. Participates in the solicitation development process, pre-proposal process, and as an integral part of the Proposal Evaluation Committee.

• Collaborates with individuals and cross-functional groups throughout the solicitation process to ensure proposals submitted are compliant, responsible, and responsive.
• Researches select solicitation categories and serves as subject matter expert in designated solicitation or re-solicitation categories as empowered by the Procurement Manager or Senior Procurement Analyst.
• Serves on the proposal evaluation team, and as a member independently:
• Analyzes and interprets complex, detailed proposal responses in a wide variety of industries.
• iEvaluates complex products, services, corporate and sales structures, warranties, pricing, and sales and marketing capabilities of solicitation responses.
• Scores all solicitation responses based on evaluation criteria.
• Participates with the Proposal Evaluation Committee in determining final recommendations of award or non-award to the Sourcewell Chief Procurement Officer.
• Works with the Procurement Manager or Senior Procurement Analyst to participate in supplier debriefs.

3. Facilitates critical, time-sensitive elements of the procurement process.

• Responsible for the solicitation advertisement process for categories to be competed in the US and Canada. This includes leading the process for all online and print media advertisements.
• Maintains accurate records of solicitation requests and solicitation respondents for each solicitation category.
• Schedules solicitation meetings (such a pre-proposal conferences) as necessary to achieve solicitation timelines.
• Responsible for the development of process critical documentation such as solicitations, notice of awards, solicitation comment & review, and Sourcewell Board agenda items from the Procurement Department.
• Administers maintenance for the state contact list, notifying states of upcoming solicitations.
• Responsible for the timely notification to states or any Sourcewell member that has adopted a Sourcewell contract, whenever contract changes occur or as contract maturity dates approach. (typically as the result of a price and product change request).

4. Facilitates Procurement Department embracement and effective utilization of CRM.

• Creates entries and administers modifications of CRM entries and reports within the Procurement Department.
• Works with Procurement Manager or Senior Procurement Analyst in determining the need for new reports in CRM to be used by the Procurement Department for improved departmental efficiency.
• Serves as a Procurement Department resource for collaboration between the Procurement and IT Departments to facilitate the development of advanced CRM and website, records, reports, email notifications, and overall systems improvements.

5. Acts in compliance within the Procurement Department.

• Participates in the internal processes of the Procurement Department to include:
• Checks validity of documents and records.
• Verifies completeness of paper and electronic files.
• Posts documents to website in a timely manner.
• Manages data effectively relating to contracts and related documentation.
• Proficiently utilizes systems-based processes to ensure contract compliance at all levels.
• Recommends ways to better execute the Procurement Department’s responsibilities.
• Supports Senior Procurement Analysts in responding to all types of inquiries—from participating entities, suppliers, and other interested parties—both orally and in writing, in a way that effectively communicates Sourcewell’s mission and values.
• Provides input regarding the department’s information systems, management procedures, and internal controls to ensure that records and controls are accurately maintained.

Secondary Duties and Responsibilities
1. Acts as primary Procurement Department project management resource.

• Leads and assists with project management for procurement related accreditations, certifications, and award application processes as empowered by the Procurement Manager Senior Procurement Analyst.
• Creates and updates the Procurement Departments standard operating procedures.
• Collaborates with the Procurement Team members, as well as other Sourcewell departments, in preparing and presenting procurement related topics.

2. Support other Procurement Team members as needed.
3. Represents Sourcewell on public procurement related Boards and committees as approved by the Procurement Manager or Procurement Supervisors.

4. Other duties as assigned.

Additional Job Description:

Required Qualifications

• Bachelor’s degree in related field of study, AND
• Minimum of five years of experience in procurement or other comparable business professional environment. OR
• A combination of related post-secondary and/or professional education and demonstrated procurement or other comparable business professional experience equivalent to a total of nine years AND
• Valid MN Driver’s License

Preferred Qualifications

• Experience in public procurement.
• Experience with Customer Relationship Management (CRM) systems.
• Any of the following procurement related certifications: CPCM (Certified Professional Contracts Manager), CPSM (Certified Professional in Supply Management), CPPB (Certified Professional Public Buyer), NIGP-CPP(National Institute for Government Procurement - Certified Procurement Professional) CPP (Certified Purchasing Professional).

Location:

• This is a remote position, and is subject to Sourcewell's telecommuting policies and procedures.
• On occasion, may be asked to travel to Staples, MN for meetings, professional development or team activities. Up to three to four (3-4) times per year. Notice will be given ahead of time.

Full Time/Part Time:

Position Type:

Scheduled Hours:

At Sourcewell, collaboration, respect, and belonging are the core of who we are. We believe in giving back to the community, offering paid volunteer time for staff, and supporting one another to do our best work. We’re proud to have been recognized by Top Workplaces, the nation’s leading employer recognition program, annually since 2016.

Our values:

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Empower. Be accountable and liberate others.

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