Lead Procurement Analyst (Administrative Associate)

Location
FAIRFAX (EJ27), VA
Salary
$49,623.18 - $82,704.96 yr
Posted
Apr 10, 2017
Closes
Apr 24, 2017
Hours
Full Time

Provides procurement assistance and/or supervision within a team of contracts and procurement staff supporting two or more county health and human services departments. Utilizes the county's enterprise resource planning system for purchasing/logistics to create vendor financial records, create purchasing documents, and process receiving documents. Purchases needed goods and services on behalf of the health and human services agencies, applying local, state and federal procurement regulations without consultation, using multiple fund sources, and determining appropriateness of expenditures. Reviews procurement requests for completeness and accuracy, determines appropriate procurement methods, and assigns work to procurement analysts within the team. Reviews and approves shopping carts and purchase orders in FOCUS within Contracts and Procurement Management Division (CPM). Monitors contractor performance, resolves vendor disputes, and administers contracts as it relates to procurement documents and invoices. As lead procurement analyst on the team, in conjunction with the team lead and/or procurement coordinator, ensures staff is trained and follows departmental and county policies and procedures. Supervises and performs performance evaluations for procurement analysts at the Administrative Assistant IV level within the team. Researches, interprets, monitors and analyzes procurement policies and procedures to ensure compliance in division's administrative operations. Participates in the solicitation and/or contract development process to ensure ordering/invoicing language meets FILO system requirements. Drafts specifications and posts quick quotes in eVA (Virginia's online e-procurement system) and assists contract analysts with the quote/solicitation process for goods and/or services up to $100,000. Researches, coordinates, and provides procurement information using FOCUS and other data for supervisor and others including department/division director and/or health and human services leadership and staff.

Illustrative Duties General Financial Duties
  • Develops financial reports and data analyses for use by analysts/managers.
  • Monitors and tests computer systems that maintain department financial records.
Purchasing
  • Identifies need for new funding sources and/or modifications to contracts.
  • Provides needs assessments and interacts with staff to identify fund sources and develop a plan for purchases.
  • Identifies exceptional purchases (e.g., sole source justification), obtains special
  • approvals (e.g., agency approval for budget deviation) and ensures competitive billing process.
  • Purchases items, applying complex and conflicting regulations without consultation, using multiple fund sources and determining appropriateness of expenditures.
  • Resolves disputes with vendors (except for precedent-setting actions outside policy).
  • Insures staff is trained and follows department/County policies and/or procedures.
General Executive Assistance
  • Acts as a resource regarding policies, procedures and precedents of the functional area in the development of programs and policies within the functional area.
Communication
  • Gathers data and composes concise executive summaries.
  • Writes technical and non-technical correspondence, and/or presentation materials.
Information Systems/Software
  • Analyzes administrative procedures & policies to recommend corporate systems/software changes/modifications.
Reports
  • Researches and analyzes information to identify trends, draws conclusions, makes recommendations.
Required Knowledge Skills and Abilities
  • Knowledge of the organization's professional objectives and activities and in-depth knowledge of the assigned functional area(s).
Math Skills
  • Ability to understand basic statistical concepts.
PC Skills
  • Intermediate skills in the use of applicable Microsoft Office Suite software.
  • Intermediate skills in the use of agency specific software applications.
Communication
  • Ability to write concise and understandable appropriate documents.
Information
  • Ability to independently gather, integrate, and analyze complex data.
Interpersonal Abilities
  • Ability to establish and maintain effective working relationships with both external and internal contacts.
Purchasing and Accounting
  • Ability to perform data entry into Purchasing/Logistics Enterprise Resource Planning systems and/or Financial Enterprise Resource Planning systems in at least 10 functions.
Employment Standards

EMPLOYMENT STANDARDS:
Any combination of education, experience and training equivalent to an associate degree and five years of experience providing administrative support in the assigned functional area(s), including two years of supervisory experience if the position is supervisory in nature.

NECESSARY SPECIAL REQUIREMENTS:
Appointee will be required to complete a criminal background check to the satisfaction of the employer.

PREFERRED QUALIFICATIONS:

  • Bachelor's degree in public or business administration, public policy, government, or a related field.
  • Certification as a Virginia Contracting Associate (VCA) or a Virginia Contracting Officer (VCO).
  • Knowledge of the Virginia Public Procurement Act and/or the Fairfax County Purchasing Resolution.
  • Experience in government procurement, preferably at state or local level.
  • Three years of experience performing data entry into purchasing/logistics enterprise resource planning systems and/or financial enterprise resource planning systems in at least 10 functions.
  • Experience using eVA, Virginia's e-Procurement Portal, for contract purchases and soliciting new requirements.
  • Experience creating technical or general specifications and negotiating terms/conditions for the acquisition of a variety of goods and services.
  • Experience using Microsoft Excel at an intermediate level for managing and reporting data.
  • Three years of supervisory skills and experience.
  • Ability to train, mentor and present program details to a small to medium size audience.
  • Strong interpersonal skills and experience with customer service and vendor relations.
  • Knowledge of audit practices and generally accepted accounting principles.
PHYSICAL REQUIREMENTS:
Duties are generally sedentary and performed in a normal office environment. Ability to use keyboard driven equipment, attend meetings and communicate verbally and in writing. Duties may be performed with or without reasonable accommodations.

SELECTION PROCEDURE:
Panel interview.

It is the policy of Fairfax County Government to prohibit discrimination on the basis of race, sex, color, national origin, religion, age, veteran status, political affiliation, genetics, or disability in the recruitment, selection, and hiring of its workforce.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact 703-324-4900 for assistance. TTY 711. EEO/AA/TTY.