Procurement Analyst

Under general supervision of the Procurement and Payables Manager, the Procurement Analyst performs technical, analytical, and administrative duties supporting City-wide procurement and contracting activities. The Procurement Analyst also assists with improving procurement processes, ensuring compliance with applicable public contracting rules, and supporting City departments in routine purchasing activities. The position performs limited accounts payable duties only as needed for backfill, ensuring continuity of workflow and customer service.

This role serves as the first classification in the Procurement Analyst series, providing procurement document preparation, solicitation support, vendor coordination, and contract tracking functions. The position is distinguished from the Senior Procurement Analyst in that it focuses on small and less complex procurement matters and requires more direct supervision and review when working on more complex procurements and formal solicitations.

• Prepares and assists departments with procurement documentation for goods and services as assigned, including purchase orders, scopes of work, basic bidding documents, and quote packages.
• Supports development of solicitation materials using predefined templates (RFPs, RFQs, ITBs) by gathering requirements, drafting standard sections, and coordinating reviews.
• Coordinates routine procurement workflow, including routing documents, tracking contract timelines, monitoring expirations, and ensuring required documentation is complete.
• Maintains the City’s contract database and assists with tracking deliverables, amendments, vendor correspondence, and compliance requirements.
• Provides customer service to vendors and internal departments, responding to small and less complex procurement questions, initially directing more complex inquiries to the Senior Procurement Analyst or Procurement Manager.
• Conducts preliminary market research and pricing comparisons to support sourcing decisions and departmental purchasing requests.
• Reviews procurement documents for accuracy, proper authorizations, and compliance with City policies and public contracting rules.
• Assists in ensuring procurement records are complete and properly stored in the contract management system.
• Ensures accurate routing, execution, and documentation of contracts; maintains centralized contract records in the City’s contract management system.
• Tracks contract performance, deliverables, renewal cycles, expirations, amendments, and compliance with all City, state, and federal requirements.
• Participates in departmental efforts to improve procurement processes, templates, and policies.
• Maintains positive vendor relationships, provides support on routine inquiries, and assists in resolving minor discrepancies or documentation issues.
• Ensures adherence to Oregon public contracting laws, City procurement code, and all regulatory frameworks.
• Assists in ensuring procurement transactions comply with approved budgets and financial controls.
• Utilizes financial systems to track the full lifecycle of procurement and grant transactions, supporting transparency, compliance, and efficient reporting.
• Participates in process, policy, and program development and improvement efforts related to their duties. Communicates policies and procedures to internal departments.
• Assists Accounts Payable with encoding invoices; entering information into a database; processing transactions and changes; ensuring transactions comply with established policies, procedures, and budget; reviewing financial documents for accuracy, proper authorizations, adequate documentation, and appropriate account numbers; running and/or developing…