Senior Financial Analyst (Procurement)

Definition

The recruitment will remain open until the first review of applications scheduled for September 12, 2024 or until enough qualified applications have been received.

Interested applicants should apply as soon as possible as the recruitment may close at any time.

The Senior Financial Analyst receives general direction from the Budget Manager and is independently responsible for planning, organizing, directing, and operating the purchasing / risk division located within the City’s Finance Department.

This position will be an integral part of the development, implementation, and administration of purchasing policies, protocol, and procedures, as well as managing some aspects of the day to day functions of the City’s risk management program (excluding Worker’s Comp and employee risk management programs), and managing a variety of key city owned leased assets (real property and equipment).

Duties include providing training, guidance, and assistance to operating departments through implementation of City-wide purchasing policies, procurement, and the informal and formal bid processes.

Successful candidates will possess demonstrated knowledge and abilities of :

• Management and coordination of municipal purchasing and contracting functions
• Development and administration of municipal purchasing policies, protocol, and procedures
• Procurement Card Administration
• Contract administration methods and procedures, including contract software administration
• Reconciliatory processes
• Effective report writing requirements and techniques
• Principles and practices of effective supervision
• Knowledge of municipal risk management programs
• Effective program and project management skills
• Lease and / or Property management procedures

MEET THE FINANCE TEAM

Representative Duties / Qualifications

Duties may include, but are not limited to, the following :

• Recommends draft policies, procedures and controls Implements and administers approved policies and procedures
• Oversees the City's purchasing function including the contracting process and procedures
• Provides training to department personnel in purchasing of services and goods, inventory management and controls, and contract management and controls Conducts and supervises internal reviews for compliance with City policies, practices and procedures related to procurement, contracting and contract management Advises all departments on purchasing and inventory polices and consults with department staff on anticipated requirements for special materials or equipment where large expenditures are required
• Evaluates city-wide purchasing operations and activities and makes recommendations including draft policies and procedures to achieve improvement in quality and quantity of services to all departments while maintaining appropriate internal controls and / or cost-effectiveness
• Reviews files and management data to identify problem areas in purchasing policies and procedures
• Assists in the development of the City's risk management program
• Manages the day-to-day functions of the program including vendors and technology to support the program
• Manages the requirements of specific leases related to City owned property
• Manages the receipt, examination and processing of departmental requisitions
• Ensures completeness and compliance with specifications, current applicable laws, regulations, City policy, procedure and standards
• Coordinates and prepares bid specifications and other necessary documents related to the purchase of services, supplies, materials, and equipment.
• Provides recommendations and resolution to the most complex issues
• Negotiates with vendors to resolve conflicts
• Follow-ups with suppliers to reconcile delivery, quality, pricing, accuracy, and other problem which may arise
• Coordinates with Accounts Payable staff
• Coordinates with industry associations, local and state agencies to implement approved joint purchase arrangements and cooperative purchasing programs.
• Performs related duties as assigned.

Knowledge of :

• Principles and practices of purchasing and contracts as related and applied to a public agency
• Pertinent local, State and Federal laws, ordinances and rules
• Purchasing, contract and reporting requirements for State and Federal grants
• Purchasing methods and procedures and the techniques of specification writing
• Methods and techniques utilized in grading and analyzing the quality of supplies, materials, equipment and services
• General accounting principles and practices as they relate to contract management Principles and practices of supervision, organization, administration, budget, and personnel management
• Computerized purchasing, finance, and inventory systems
• Principles and practices of excellence in providing customer service, both to internal and external customers.
• Municipal government risk management programs
• Insurance requirements and insurance compliance tracking systems Lease management and negotiation

Ability to :

• Develop and implement purchasing policies and procedures
• Plan, organize and coordinate the work of the purchasing function
• Interpret and explain pertinent City policies and procedures including new or revised procurement policies, procedures, and processes
• Provide and present verbal and written direction and advice to a wide variety of people; build productive on-going working relationships with vendors and user departments Gather, synthesize, summarize, and analyze abstract information
• Make recommendations regarding appropriate use of contract and / or agreement forms within established guidelines
• Recommend changes to contract templates and processes as well as the ability to communicate and implement the changes to internal and external stakeholders
• Effectively communicate and coordinate legal reviews
• Review purchasing processes and recommend areas for improvement
• Prepare bid specifications and analyze bids
• Manage deadlines, program, and contract deadlines Identify operational problems and take corrective action
• Evaluate quality and price of products to judge suitability of goods and alternatives offered
• Provide lead direction and training to others
• Establish and maintain effective and accurate records
• Utilize a personal computer and software
• Communicate clearly and concisely, orally and in writing
• Prepare written documents for an audience including managers, executives and the general public
• Interpret and explain City purchasing policies.
• Leverage technology to reduce redundancies and create ongoing process improvements

EDUCATION & EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying.

Education :

Possession of a an Associate’s Degree is required.

A Bachelor's Degree in Public Administration, Business Administration or a closely related field is preferred.

Possession of a certificate in Purchasing Management from a nationally- recognized organization is highly desired.

Experience :

At least three (3) years of progressively responsible professional purchasing experience which includes the full life cycle of procurement and contract administration.

Supplemental Information

APPLICATION PROCESS :

Individuals interested in being considered for the position must submit an application and responses to the required supplemental questions.

It is preferred you apply through the NeoGov system : APPLY HERE

Individuals wishing to file a paper application in lieu of the on-line application process should contact the City of Benicia Human Resources Department.

Applicants are expected to accurately document their related experience and any training, education, and / or skills relevant to this position.

Applicants should respond to all supplemental questions, even if the information is also contained in the application.

SELECTION PROCESS :

Application materials will be carefully evaluated; applicants who document possession of experience and education which most closely meet the requirements of the position will be invited to participate in the next phase of the selection process.

Prior to appointment, candidates must pass a background investigation and a pre-placement medical screening, including a drug screen.

Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

If, due to a disability, you need accommodations at any point during the application or testing process, please contact the Human Resources Department at (707) 746-4766.

The position of Senior Financial Analyst is a part of the Benicia Supervisors & Professionals Association (BSPA) Bargaining Unit.