The Purchasing Division of the Finance Department offers unique career development and advancement opportunities in public sector procurement and contracting. The Division is responsible for the centralized procurement of equipment, supplies, materials, IT, and non-consulting services pursuant to the City of San José Municipal Code Title 4, Chapter 4.12. The Division is also responsible for providing guidance and oversight for the procurement of consulting services which is managed by the individual City departments.
The Purchasing Division is focused on delivering procurement and contracting services based on public procurement best practices. The team is headed by a Deputy Director, who oversees two purchasing-related workgroups. One workgroup is managed by a Program Manager who oversees a group of buyers and a staff specialist, who primarily handle tactical procurements such as low-bids, purchase orders, and p-card purchases. Another workgroup is managed by the IT & Strategic Procurement Manager who oversees a group of Senior Analysts, Analysts I/II, and the IT Buyer.
This team is responsible for handling the City’s complex procurements (i.e., primarily Requests for Proposal) and contract activity.
The work environment is dynamic and engaging, with procurement staff interfacing with nearly all City departments in delivering products and services. The Division offers opportunities for growth and advancement.
The Department of Finance is hiring a Senior Analyst in the Purchasing Division. The Senior Analyst is a management position that reports to the IT & Strategic Procurement Manager and is responsible for strategic procurement activities, projects, and agreements on behalf of various City departments.
Responsibilities for the position may include, but are not limited to:
- Working with various City departments to prepare, issue, and oversee complex Requests for Proposals (RFPs), Requests for Information (RFls), and other solicitation methods for City funded projects, as well as federal and state funded projects
- Managing strategic and complex procurement activities, including developing specifications and facilitating the evaluation process
- Developing, negotiating, writing, and executing strategic and complex contracts
- Administering contracts, including negotiating amendments, change orders and exercising options
- Drafting and preparing Council memoranda and responses to protests
- Training and educating City staff on Citywide purchasing rules, procedures, and processes
- Assisting departments with vendor management and contract management activities as required
- Performing data and financial analysis for purchasing and contracting activities
- Clearly expressing ideas verbally and in writing
- Preparing standard and ad hoc reporting
- Supervising assigned staff
- Conducting and facilitating Request for Quotes (RFQ) and Request for Bids (RFB) and issuing Purchase Orders (POs) as assigned
- Performing other duties and special projects as requested such as vendor training, emergency preparedness, and implementing procurement and contracting process improvements.
The actual salary shall be determined by the final candidate’s qualifications and experience. In addition to the starting salary, employees in the Senior Analyst classification shall also receive an approximate five percent (5%) ongoing non-pensionable compensation pay.
COVID-19 Remote Work
Please be aware that as a result of the COVID-19 pandemic, the Senior Analyst will most likely be expected to work remotely at least some, if not all, of the time until further notice. If this is required, the Senior Analyst will be assigned a laptop by the City with all software and software access required to perform the assigned duties. The Senior Analyst be required to have/provide their own internet connectivity and other requirements as specified in the City’s Remote Access Policy to be able to fully perform their responsibilities remotely in accordance with the City’s Policy Manual, Section 1.7.3 Remote Access, at https://www.sanjoseca.gov/your-government/city-manager/employee-relations/city-policy-manual.
Education: A Bachelor’s Degree from an accredited college or university
Experience: Four (4) years of increasingly responsible experience in general management/administrative analytic work in the areas of budget, finance, grant administration, organizational analysis, general administration, human resources, or related field in general analytical work.
Acceptable Substitution: One (1) year of additional education above the Bachelor’s Degree level may be substituted for one (1) year of the required related work experience.
Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application
The ideal candidate will possess the most desirable combination of training, skills, and experience, as demonstrated in past and current employment history. Desirable competencies for this position include:
Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, verbally and in writing; demonstrates effective use of listening skills; displays openness to other people’s ideas and thoughts.
Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
Decision Making - Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions.
Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.
Problem Solving - Approaches a situation or problem by defining the problem or issue; determining the significance of the problem; collecting information; using logic and intuition to arrive at decisions or solutions that achieve the desired outcome.
Team Work & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks, and using collaboration and conflict resolution skills.
Analytical Thinking - Approaching a problem or situation by using a logical, systematic, sequential approach.
Multi-Tasking - can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current positions. Ability to effectively prioritize workload with changing requirements, projects, and demands.
Supervision - Sets effective long and short-term goals based on a good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.
Leadership – Leads by example; demonstrates high ethical standards; remains visible and approachable and interacts with others on a regular basis; promotes a cooperative work environment, allowing others to learn from mistakes; provides motivational support and direction.
The selection process will consist of an evaluation of the applicant's training and experience based on the application and responses to the Job Specific Questions. Only the candidates whose backgrounds best match the position will be invited to proceed in the selection process. Additional phases of the selection process will consist of one or more interviews, one of which may include a practical/writing exercise.
You will be prompted to answer the following job-specific questions during the online application process. Please note that there is a 4,000-character limit, including spaces, for each text response.
*Please indicate the college or university and the field in which you obtained your degree.
*Please summarize your experience that qualifies you for the Senior Analyst position. Please include the following in your response: • Job Title • Name of Organization/Agency • Dates of Employment • Average Hours worked per Week Description of Specific Job Duties and Responsibilities NOTE: Your response must be consistent with your work history.
*Please tell us (a) how you decided what college to attend and (b) how you, in general, decide which job to accept when you receive multiple offers.
*Please rate your level of proficiency with each of the Microsoft Office products: Outlook, Word, PowerPoint, Excel, and Access (high, medium, low, or none). For each one, please provide specific examples of how you have used them, highlighting any features you have found to be particularly useful. Have you written any reports or procedures for any of these? If yes, please describe.
*Do you have experience with any other business applications applicable to the area of purchasing and/or contracts managements (e.g., ERP systems, financial management systems, e-procurement systems, etc.)? Please list and describe.
*Do you have experience working with complex procurements, contracts, projects, and/or programs? If so, please describe a complex procurement, contract, project, or program that you were responsible for. In your response, please include a description, the objective, the process/approach, methodologies used, a description of other assigned staff including their roles and responsibilities, the project outcome (including how results were measured), and your direct role in influencing and achieving the desired results.
*In this position, you may be required to supervise staff. Do you have any supervisory experience? If yes, how many employees have you supervised, what were their job classifications, and how many years of combined supervisory experience do you have? Please describe your supervision style and how you have dealt with disciplinary issues.
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.
If you have questions about the duties of these positions, the selection or hiring processes, please contact Courtney Phoommachack at firstname.lastname@example.org.