The Purchasing Division of the Finance Department offers unique career development and advancement opportunities in public sector procurement and contracting and is responsible for the centralized procurement of equipment, supplies, materials, IT, and non-consulting services pursuant to the City of San Jose Municipal Code Title 4, Chapter 4.12. The Division also provides guidance and oversight for the procurement of consulting services which is managed by the individual City departments. The Purchasing Division focuses on delivering procurement and contracting services based on public procurement best practices. The team is headed by a Deputy Director who oversees two purchasing-related workgroups. One workgroup is managed by a Program Manager who oversees a group of buyers and a staff specialist who primarily handle tactical procurements such as low bids, purchase orders, and p-card purchases. Another workgroup is managed by the IT & Strategic Procurement Manager who oversees a group of Senior Analysts, Analysts I/II, and the IT Buyer. This team is responsible for handling the City's complex procurements (i.e., primarily Requests for Proposal) and contract activity. The work environment is dynamic and engaging, with procurement staff interfacing with nearly all City departments in delivering products and services. The Division offers opportunities for growth and advancement. We are seeking candidates for the Purchasing & Contracts Analyst I/II position in the Purchasing Division. The Analyst will assist the Purchasing workgroup responsible for the City's complex procurements and contract activity, and while the Analyst will report to a manager who will provide general oversight and guidance, the Analyst will perform work for other team members as requested. COVID-19 Remote Work: Please be aware that due to COVID-19 restrictions, the Analyst may be required to work remotely some, if not all, of the time until further notice. If this is required, the Analyst will be assigned a laptop by the City with all software and software access required to perform the assigned duties. The Analyst will be required to have/provide their own internet connectivity and other requirements as specified in the City's Remote Access Policy to be able to fully perform their responsibilities remotely in accordance with the City's Policy Manual, Section 1.7.3 Remote Access, at https://www.sanjoseca.gov/your-government/city-manager/employee-relations/city-policy-manual. Specific Tasks: Essential duties of the Analyst position include, but are not limited to, the following:
- Conduct procurements such as Requests for Quote (RFQs) and Requests for Bid (RFBs) as assigned.
- Provide administrative and analytic support to Purchasing management staff for Requests for Proposal (RFPs), such as drafting scripts for oral demonstrations, creating evaluating scoresheets, tabulating evaluation workbooks, scheduling and coordinating vendor meetings, creating solicitations on the e-Procurement system, preparing initial drafts of Council Memos and Council Action Requests, formatting and proofreading solicitation documents for final posting, and other related activities as requested.
- Contribute administrative and analytic support to Purchasing management staff on contract creation and management. Draft and execute amendments, change orders, and options as assigned.
- Issue Purchase Orders (POs) and provide backup for the IT Buyer as required.
- Assist with special projects as assigned.
Analyst I: A Bachelor's Degree from an accredited college or university. Analyst II: A Bachelor's Degree from an accredited college or university AND two (2) years of increasingly responsible professional staff analytic or administrative experience conducting studies, organizing and analyzing data, and preparing reports, recommendations, or conclusions for a functional area in budget, finance, grant administration, organizational analysis, general administration, or human resources. Acceptable Substitution: Experience as a Staff Specialist with the City of San Jose may be substituted for the education requirement on a year for year basis.
This recruitment is currently open and will continue to be open until 11:59pm on November 30, 2020. If you or someone you know is interested in applying for this position, please visit the website at: https://www.sanjoseca.gov/your-government/departments-offices/human-resources/employment/apply-for-a-job-4903. Click on "Browse City Jobs", then scroll down and click on Purchasing and Contracts Analyst-Department of Finance, then click the Apply Online button and follow the instructions to apply for this position. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions. This recruitment may be used to fill multiple positions, so if you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.
Name: Michelle Harrison