Purchasing Analyst

Position Title: Purchasing Analyst

Reports To: Vice President, Sourcing and Contracts Management       

Pay Grade: N

Salary Range:$60,000 to 90,000

Position Summary:

Purchasing Analyst develops, publishes, provides, administers and evaluate highly complex solicitations for goods or services.  Execute acquisition services and related business activities, according to approved policy and procedures, and within a dynamic team environment with an intense customer service emphasis.

Role and Responsibilities

•  Execute, review, modify, and/or develop, if required, the methods, protocols and procedures de signed for the E-Procurement system of the acquisition process.

• Prepare and deliver training, materials and technical assistance/support to Business Unit members and other individuals involved in the acquisition services processes.

• Assist in acquisition planning with business units.

• Effectively interface with Senior Management, Atlanta Housing Authority Business Unit members, other Acquisition & Management Services Departments, contractors and members of the public on a regular basis in preparing and administering solicitations, addenda, responses to questions and discuss contract solicitation responsibilities, services, recommendations and requirements.

• Coordinate with the Finance Department to ensure that adequate funds have been budgeted or allocated for contract action (e.g. obtain funding availability forms and process subsequent purchase orders, releases and/or receipts)

• Evaluate and administer informal, formal, alternative, emergency, and other procurement methods in accordance with agency requirements and applicable regulations.

• Ensure the timeliness and accuracy of all highly complex solicitations and acquisition issues, ensuring corporate compliance and consistency, and verifying accuracy of solicitation projects/information on a daily basis.

•  Identify, analyze and solve project-based problems and challenges related to the delivery of acquisition services activities impacting the Acquisition Services Team.

•  Facilitate contract actions, including contract awards, task orders, renewals, amendments, modifications, and other contract administration activities.

• Ensure procurement files are complete, compliant, and audit-ready.

• Manage contract lifecycle activities, including renewals, expirations, and closeouts.

• Communicate with the Contracting Officer’s Representative (COR) to provide periodic status reports and updates regarding contract spending and technical assistance to review contract terms and conditions.

• Review invoices to ensure services rendered comply with contract/task order (e.g. scope of work; hourly rates)

• Verify with Point of Contact/COR that goods and/or services have been received and accepted: route the invoice for payment, maintain complete financial records related to contract performance and record all payment actions taken relative to contract administration

• Identify process improvements to all aspects of acquisition services to streamline solicitations and improve internal and external customer service.

• Implement business and governmental acquisition-related “best practices” as directed.

• Maintain an up-to-date knowledge of local, State and Federal regulations and requirements related to acquisition services activities.

• Perform such other related duties as may be required and/or assigned.

Knowledge and Skill Requirements:

• Excellent verbal and written communication skills, with the ability to read, interpret and develop narratives, handbooks, policies, procedures statistical reports, documents and complicated Business Unit-specific information, as required.

• Ability to handle, prepare and execute highly complex projects in a time-sensitive environment using strong analytical skills and abilities with attention to consummate customer service.

• Excellent interpersonal skills (including initiative, judgment, tact, diplomacy, etc.) and other business skills, with the demonstrated capability of developing and maintaining internal and external positive and professional relationships.

• Organizational and project management skills to plan, prioritize, evaluate and solve highly complex problems quickly and accurately in an environment of multiple and possibly shifting priorities.

• Excellent research and analytical skills and experience in preparing highly complex and other solicitations, reports, proposals, and similar documents of various complexities.

• Excellent attendance, punctuality and sensitivity to internal and external timelines.

Education and Experience:

• Bachelor’s degree in a related field is recommended with three (3) to five (5) years of related experience or equivalent combination of education and/or experience. 

• Demonstrated proficiency and use of current office technology and software application(s) on a regular basis required.

• Working knowledge of the Code of Federal Regulations (C.F.R.) and/or U.S. Housing Urban Development (HUD) regulations, handbooks and interpretation is preferred.  Professional procurement and contract management certifications are highly desirable, including but not limited to NIGP Certified Procurement Professional (NIGP-CPP), Certified Professional Public Buyer (CPPB), Certified Public Procurement Officer (CPPO), Certified Professional in Supply Management (CPSM), Certified Federal Contracts Manager (CFCM), or equivalent credentials.

• Candidates who do not possess a relevant certification at the time of hire will be expected to obtain an approved procurement or contract management certification within eighteen (18) months of employment.

• Atlanta Housing may provide support for certification training and examination costs in accordance with agency policy.  Private sector procurement experience is a plus.

Working Conditions

Works in an office environment. May require frequent bending, stooping, reaching and prolonged sitting and/or standing. Frequent local travel which necessitates a valid State of Georgia driver’s license and be fully insurable for the purpose of obtaining clearance on company “Authorized Drivers List