Procurement Analyst

Statement of Duties

The Health and Human Service's 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 that the Department engages in cost effective, value-driven purchasing procedures and 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 employee is required to perform all similar or related duties.

Position reports to the Finance Manager.

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• 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, and other documentation needed from subject matter experts to include in procurement documents that will be 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 about relevant goods and services to identify cost-saving opportunities and strategies for attracting competitive bids, proposals, and quotes from a variety of available vendors.
• Works with various HHS leadership members 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 what HHS divisions wish to purchase.
• 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 phase (and pre-award phase with PCS), and to facilitate compliant procurement practices.
• Facilitates “kick-off” meetings with new contractors prior to commencing work; communicates clear instructions with all vendors about expectations, primary points of contact in HHS, and vendor obligations regarding performance standards, invoicing requirements, other key responsibilities in City contracts.
• 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) and Deputy Chief Procurement Officer, and Information Technology (IT) Department to develop and obtain specialized reports from the MUNIS contract database.
• Coordinates HHS’s…