GENERAL DESCRIPTION OF CLASS
The PURCHASING ANALYST 1, located in a University central procurement office, conducts the procurement of products and services for all University departments, and at their discretion, cooperatively with other public agencies.
This is the first level of a three-level series. This class is distinguished from higher levels by the assignment of carefully selected acquisitions, close supervision, and the absence of commodity group assignments.
DUTIES AND RESPONSIBILITIES
- Bid Development. Typical tasks: analyzes and evaluates Purchase Requests to determine if sufficient information is included to develop an Invitation to Bid document; assists departments in preparing specifications that are generic and do not arbitrarily limit competition; develops an evaluation criterion that considers the factors that are of importance to the department and understandable to the bidders; determines which contractual provisions are appropriate for each bid, i.e., bonds, insurance, samples, warranties, firm pricing, etc.; identifies and selects sources of supply; considers set-aside for minority or woman owned business enterprise (M/WBE) or for qualified rehabilitation facility (QRF); develops Invitation to Bid document and distributes; conducts vendor pre-bid conferences; receives vendor protests of bid specifications and requests for changes to the technical and contractual provisions; investigates protests and assists departments in determining appropriate action; prepares written responses and issues addenda.
- Bid Award. Typical tasks: reviews bids after opening for substantial compliance with contractual and administrative requirements; coordinates testing or sample review by affected departments prior to award; refers summary of responses to department for approval of product specifications; if a committee is involved, schedules meetings, prepares agenda, provides copies of the necessary documents and acts on committee recommendations; assists department with evaluation of responses; resolves vendor complaints that may arise about the bid and award process; awards bid in accordance with Attorney General's Model Rules, and documents file to substantiate award; does extensive follow up to obtain bonds and Certificates of Insurance; develops formal contract document and obtains necessary signatures; issues Notice to Proceed; in event of legal action, acts as University's witness.
- Department Guidance. Typical tasks: answers public and University department questions about procurement rules and regulations; investigates and resolves department complaints about vendors or products.
- Cooperative Procurement Liaison. The employees in this class act as agents and points of contact for purchases cooperatively entered-into with other OUS institutions, other State of Oregon agencies, or other political subdivisions. These employees provide information, assistance and advice, as appropriate, to others on all University Procurement activities, as requested.
- Vendor Guidance. Typical tasks: interprets the procurement process to vendors and answers questions about bid procedures; investigates complaints from vendors about the procurement process and University departments; consults with vendors about new products.
Impact of Decisions: The Purchasing Analyst 1 makes decisions concerning the legal aspects of public procurement as well as the cost, quality, and availability of goods and services. This can substantially impact department┐s budgets and ability to fulfill their missions.
RELATIONSHIPS WITH OTHERS
Employees in this class are in regular contact, in person, in writing, and by telephone, with Departmental and other public agency procurement agents and personnel to respond to questions about bids, procurement procedures, University price agreements, and other matters. The employee is also in regular contact, in person, in writing, and by telephone, with vendor sales staff, regional managers, and governmental account representatives about bids, procedures, and other matters. These employees have occasional contact with the Attorney General's Office, as well as other professionals such as architects and engineers. Contact may be in person, by telephone, or in writing, regarding interpretations of procurement regulations and specific bid problems.
Employees in this class receive close supervision initially, with supervision gradually decreasing to a general level, from unit supervisor who may review the procurement process for any bid assigned. The employee in this class follows policies and guidelines as outlined by Administrative Rules, Attorney General's Model Rules, State Procurement Laws.
One year of full-time procurement experience which must include using procurement practices, procedure, and techniques such as determining specifications, placing purchase orders, and processing requisitions
AND a Bachelor's degree in Business Administration or closely related field
OR three more years of relevant experience.