Procurement Analyst

About the role

The Health and Human Services Procurement Analyst is a dynamic, team-oriented position responsible for key functions of the City of Somerville’s procurement process within the Department of Health and Human Services. The City seeks a hands-on, strategic thinker with excellent interpersonal and data management skills to support the competitive and compliant procurement of supplies, services, materials, and equipment. A demonstrated ability to learn and interpret relevant federal, state, and local laws pertaining to public procurement and contracts is essential.

As an integral member of HHS working in coordination with the Procurement & Contracting Services (PCS) Department, the HHS Procurement Analyst works with the HHS leadership team to ensure cost-effective, value-driven purchasing procedures that follow applicable federal, state, and local laws. This position has broad exposure to all aspects of public procurement for HHS and regularly coordinates with PCS. The position reports to the Finance Manager.

Responsibilities

• Serves as the “go-to” person within HHS to manage and coordinate with the centralized Procurement and Contracting Services (PCS) Department on all HHS procurement projects
• Coordinates the planning, forecasting, and assessment of HHS’s needs for goods and services
• Assists HHS managers in drafting and developing scopes of work, written purchase descriptions, non-proprietary specifications, estimated quantities, price forms, minimum qualifications, and quality requirements for procurement documents issued by PCS on HHS’s behalf
• Ensures that HHS purchases under the written contract threshold are properly documented with PCS and in Munis
• Coordinates and manages procurement timelines and scheduling with PCS and applicable HHS managers
• Represents HHS at pre-bid conferences and bid openings
• Tabulates and evaluates bids and quotes, in conjunction with PCS
• Analyzes and presents HHS’s expenditure data with available market data to identify cost-saving opportunities and strategies for attracting competitive bids, proposals, and quotes from a variety of vendors
• Works with HHS leadership to prepare invitations for bid, requests for proposals, and requests for price quotations; drafts and/or reviews scopes of work, specifications, and written descriptions of purchases
• Evaluates bids, quotes, and proposals based on price, quality, availability, reliability, technical support, and other factors
• Supports HHS project managers to ensure strong and effective contract management of all vendors and contractors, including conducting training for HHS staff on best practices
• Interacts with vendors in post-award (and pre-award with PCS) to facilitate compliant procurement practices
• Facilitates “kick-off” meetings with new contractors prior to commencing work; communicates clear instructions regarding expectations, primary points of contact, and vendor obligations such as performance standards, invoicing requirements, and other key responsibilities
• Coordinates vendor evaluation process and makes recommendations regarding best practices for ensuring the HHS department gets the best value from its vendors
• Studies price trends and market conditions; keeps abreast of supply sources and new product development
• Works with the HHS Finance Manager, HHS Divisional Directors, Chief Procurement Officer (CPO), Deputy Chief Procurement Officer, and Information Technology (IT) Department to develop and obtain specialized reports from the MUNIS contract database
• Coordinates HHS’s interdepartmental procurement efforts and ensures multi-departmental procurement projects are clearly defined in writing and communicated with PCS and participating departments
• Analyzes recent and long-term trends in HHS procurement within Somerville and the region, as well as broader Health and Human Services trends
• Analyzes the feasibility and pros/cons of cooperative purchasing with other governmental units, associations, or public agencies
• Maintains all documentation involving procurement projects and correspondence in coordination with PCS
• At the CPO’s direction, receives and investigates complaints and bid protests brought under the terms of M.G.L. c. 30B
• At the Department Head and CPO’s direction, receives and investigates public records requests
• Maintains records, prepares reports, and performs related work as required
• Trains internal HHS staff on procurement policies and procedures to ensure adherence to PCS guidelines

Requirements

• Bachelor’s Degree in business administration, management, public policy, or other related field and three to five years’ experience; or any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities
• MCPPO (Massachusetts Certified Public Procurement Official) certification desirable; MCPPO training will be provided to become certified within the first year of employment

Skills

Knowledge

• Public procurement and familiarity with invitation for bid and request for proposal processes
• Project management
• Advanced Excel, PowerPoint, and other Microsoft Office Suite applications (spreadsheet, database, report preparation)
• Database architecture, data merging techniques, business intelligence, spend and reporting tools, and General Ledger Accounting

Abilities

• Ability to meet and deal with the public effectively and appropriately
• Ability to handle problems and emergencies effectively
• Ability to communicate clearly, both orally and in writing
• Ability to operate a computer
• Ability to maintain confidential information
• Ability to maintain, manage, and organize records
• Ability to deal appropriately with employees, officials, and members of the general public

Skills

• Excellent organizational skills
• Excellent data processing skills in the use of personal computers and office software, including word and spreadsheet applications

Work Environment

The work environment involves everyday discomforts typical of offices, with occasional exposure to outside elements. Noise or physical surroundings may be distracting, but conditions are generally not unpleasant. Employee may be required to work beyond normal business hours to attend evening meetings or complete work assignments.

Physical and Mental Requirements

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the position’s essential functions.

Physical Skills

• Minimal physical demands are required to perform the work
• Work effort principally involves sitting, with intermittent periods of stooping, walking, and standing
• Work requires some agility, such as moving in or about construction sites or over rough terrain
• Occasional lifting of objects such as office equipment or photocopy paper (up to 30 lbs.)

Motor Skills

• Duties are largely mental rather than physical, but may occasionally require minimal motor skills for activities such as moving objects, operating a telephone, personal computer, and other office equipment

Visual Skills

• Visual demands require constantly reading documents for general understanding and analytical purposes

Pay

$75,000-$78,000 annualized

Benefits

• 4 weeks annual vacation for non-union positions (union positions vary by contract)
• Medical insurance through the Group Insurance Commission (GIC) – 80% of premium costs paid by City
• Dental coverage (low and high plans) through Cigna
• Vision care through Vision Service Plan (VSP)
• Long-term disability through Sun Life
• Group and voluntary life insurance through Boston Mutual
• Health Care and Dependent Care flexible spending through Benefit Strategies
• Deferred compensation plans through a choice of three vendors
• Free, confidential services through the Employee Assistance Program (EAP) provided by E4Health
• Annual cancer screening & wellness release
• Somerville Retirement Pension System
• Tuition reimbursement
• MBTA pass program
• Free Blue Bikes membership
• Eligible employer for the Public Service Loan Forgiveness Program (PSLF)

Schedule

Full-Time, In-Person position working City Hall hours.