The Purchasing Analyst position is responsible for administration and monitoring of all the processes involved in the District’s procurement of goods and services, excluding library collection materials. The Purchasing Analyst ensures that the strategic goals, policies and procedures of the organization are followed when carrying out procedures to purchase items. Work is performed under general supervision.
Examples of Duties:
•Coordinates and acts on requests for the purchase of goods and services through competitive bids/proposals and informal quotes. Ensures that standard purchasing policies and best practices are followed in accordance with board policies.
•Administer the Universal Service Administrative Company (e-rate) program involving procurement of telecommunication and internet services by working closely with Associate Director of IT. Attend training sessions for the e-rate program. Ensure that all monies due to the Library through this program are collected.
•Pre-qualify potential vendors, research competitive purchasing and cost-saving opportunities and develop and prepare bid/proposal documents. Work with Safety Coordinator on safety requirements associated with goods and services, as necessary. Work closely with staff to implement results.
•Receive, evaluate, analyze, tabulate and recommend bid/proposal awards, and prepare and process GSA contracts with the intent of purchasing goods and services for the Library. Facilitate evaluation committees, as necessary.
•Maintain office supply list used to order all office supplies. Approve office supply vendor orders on a quarterly basis. Work with Safety Coordinator on safety requirements associated with office supplies, as necessary.
•Performs contract administration tasks to ensure quality and service standards are being met. Monitor vendor performance and pursue corrective action regarding inadequacies or deficiencies including correspondence to suppliers and/or participating in supplier meetings. Provide support to various departments on annual contracts and conduct the sourcing, research and bid process for purchases awarded on an annual basis.
•Maintain standard GSA contracts to meet changing needs and legal requirements, working closely with outside counsel.
•Provide support in the preparation of the annual budget. Work closely with the Associate Director of IT on their annual budget. Provide procurement information to departments to assist in budget preparation.
•Receive, analyze and process purchase requests and change orders. Maintain records of purchase orders, change orders and related approval documentation. Track warranty as required.
•Receive, track, prepare tax acknowledgements, and prepare thank-you letters documenting all donations received by the Douglas County Libraries Foundation. Reconcile donations and prepare monthly reports as needed for the Douglas County Foundation.
•Gather and prepare data for reports and recommendations.
•Develop, review, re-design and implement policies, procedures, guidelines and forms related to the procurement of goods and services. Train staff / vendors on purchasing policies and procedures.
•Researches and evaluates new technologies that may enhance or improve processes or services.
•Represent the Library at professional purchasing organization meetings.
•Recommend and assist in the implementation of the Finance Department’s goals and objectives.
The pioneer spirit, accompanied by the beauty of the mountains, foothills and plains, is gloriously evident in Douglas County. The County’s strength, as the centerpiece of the Denver/Colorado Springs development corridor, is a perfect blend of quality lifestyle and business environment. Through engagement, education, and entertainment, Douglas County Libraries transforms lives and builds community, and is a passionate advocate for literacy and lifelong learning. Douglas County Libraries, **USA's #1 Library (Hennen American Public Library Ratings, 2009, 2010),** is a major contributor as to why Douglas County has been nationally recognized as a great place to live, work and raise a family.
•Education: Bachelor’s Degree in Business Administration or related field is required
•Experience: Two to four years of purchasing experience is required. Government purchasing experience is preferred.
An equivalent combination of education and experience may be considered.
2 years of library experience preferred
Spanish is Not Required
English is Required
Knowledge, Skills and Abilities required:
•Knowledge and practical experience with the principals of government purchasing, including competitive bid processes, bid evaluation, selection and contracting is required. General purchasing skills and experience is required.
•Analytical and assessment skills, taking into account both quantitative and qualitative factors are required.
•Experience with contract legal concepts and their application to trade and professional service contracts is required.
•Proficient in procurement software and procurement related tools are required.
•Must be detail oriented, and able to work independently.
•Must be able to work on several different projects at one time.
•Excellent problem solving abilities and good organizational skills are required.
•Excellent oral and written communication skills and the ability to present data, conclusions and procedural narrative in a clear and concise format are required.
•Excellent interpersonal relations skills, with the ability to establish and maintain effective work relationships and facilitate selection committees, are required.
•Knowledge of the Library and its operations is preferred.
•Must have the ability to learn and become proficient in functions and technology required to perform job duties, working effectively independently or as part of a team to complete tasks as assigned.
•Must communicate effectively using English. Must read, write and understand English at a level appropriate to the position.
•Computer Skills: Must demonstrate proficiency in computer use including internet, email, Microsoft Office Products (or equivalent). Keyboard skills required at an equivalent of typing 50 words per minute with minimal errors. Must be able to learn and become proficient with equipment and software programs as required to effectively and efficiently perform assigned duties.
•Physical Abilities: Must have the physical ability, stamina, mobility and manual dexterity to: Work at computer workstations, repetitively for extended periods. Access and transport relevant materials up to 35 pounds, and read a minimum 8 point font, regularly. Participate in meetings or events at various locations and hours, as required. On an occasional basis, tolerate residual smoke, dust, mold or foreign substances on materials.
Apply via our online application system at DouglasCountyLibraries.org. Hand delivered, mailed or emailed applications and resumes will not be accepted. EOE.
Our web site: http://www.douglascountylibraries.org/