Senior Procurement Analyst

Position Title:

Salary Range:

Job Description Summary:

Primary Duties and Responsibilities

Required Functions

• Collaborates with the Procurement Manager to develop and effectively implement 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.

• Guides Procurement Analysts to regularly collaborate 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.

• Guides Procurement Analysts on internal processes of the department:

• Ensures the accuracy and validity of documents and records.

• Helps develop systems-based processes to ensure contract compliance at all levels.

• Analyzes, identifies, and implements 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 continuously improve the overall functioning of the department.

• Actively seeks out and contributes content to industry conferences and ongoing training to maintain relevant certifications. obtain information for improving the Procurement Department and demonstrate procurement acumen.

• Develops and conducts internal and external training to educate members and suppliers on complex topics related to Sourcewell’s solicitation and audit processes.

• Provides mentorship to other Procurement team members.

Leads the solicitation development process, pre-proposal process, and Proposal Evaluation Committee(s).

• Conducts pre-proposal conferences as part of the solicitation process to educate interested suppliers on Sourcewell, the requested products and services and the evaluation method used by the evaluation committee.

• Builds solicitations, addresses supplier questions, issue addendums and open solicitations for evaluation in the Sourcewell Procurement Portal.

• Leads and facilitates internal procurements by conducting the following activities:

• Defines scope and RFP/RFQ development with the requesting department personnel.

• Posts the RFP/RFQ to the Sourcewell Procurement Portal.

• Seeks input from requesting personnel during the Question and Answer period and creates and posts any addenda required.

• Opens supplier responses in the Procurement Portal and assigns evaluation committee team members.

• Leads Proposal Evaluation Committees in determining final recommendations of award or non-award. Conducts award recommendation meetings with the Sourcewell Chief Procurement Officer.

• Works with the Procurement Manager to lead supplier debrief calls by scheduling the debrief, preparing summaries detailing the strengths and opportunities for improvement, and facilitating the debrief with the suppliers.

• Provides direct resource to the Procurement Manager in monitoring solicitation and contract award processes of the Procurement Department.

Ensures completion of 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 proficiently leading the process for all online and print media advertisements.

• Proficiently maintains accurate records of solicitation requests and solicitation respondents for each solicitation category.

• Ensures solicitation timelines are met.

• Supports Procurement Team members in the development of process critical documentation such as solicitations, notice of awards, solicitation comment & review, and Sourcewell Board agenda items from the Procurement Department.

• Proficiently 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 an Sourcewell contract, whenever contract changes occur or as contract maturity dates approach. (typically as the result of a price and product change request).

Leads Procurement Department embracement and effective utilization of CRM.

• Proficiently creates entries and administers modifications of CRM entries and reports within the Procurement Department.

• Works with the Procurement Manager in determining the need for new reports in CRM to be used by the Procurement Department for improved departmental efficiency.

• Collaborate with the IT Department to develop advanced CRM and website, records, reports, email notifications, and overall systems improvements.

Acts in compliance within the Procurement Department.

• Collaborates with the Procurement Manager in administering the internal processes of the Procurement Department to include:

• Ensures accuracy and validity of documents and records.

• Ensures completeness of paper and electronic files.

• Ensures timeliness of posting documents to website.

• Ensures effectiveness of data management relating to contracts and related documentation.

• Develops systems-based processes to ensure contract compliance at all levels.

• Analyzes and recommends ways to better execute the Procurement Department’s responsibilities.

• Responds 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.

• Evaluates the department’s information systems, management procedures, and internal controls to ensure that records and controls are accurately maintained.

• Ensures that recommended departmental improvements are carried out effectively.

Leads and mentors within the Procurement Department.

• Provides input regarding best practices and contract documentation and execution.

• Provides guidance on the development and maintenance of an updated procurement standard operating procedures and standard work instructions.

• Works collaboratively with Procurement Manager to maintain an effective audit function, including auditing price files and general processes.

• Frequently engages in mentorship and development of team members in an effort to further engage and empower.

• Represents Sourcewell at various industry or professional conferences as a speaker or attendee and actively participates in relevant procurement associations.

Secondary Duties and Responsibilities

• Manages Procurement Department projects.

• Leads projects for procurement related accreditations, certifications, and award application processes as empowered by the Procurement Manager.

• Ensures quality and accuracy of Procurement Department standard operating procedures.

• Collaborates with the Procurement Team members, as well as other Sourcewell departments, in preparing and presenting procurement related topics.

• Support other Procurement Team members as needed. Actively seeks out and participates on public procurement related boards and committees as approved by the Procurement Manager. Participate in contract negotiations with the Procurement Manager. Support the Procurement Manager in strategic planning as needed.

• 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:

Seek. Be curious.

Empower. Be accountable and liberate others.

Impact. Be a difference maker.