Senior Procurement Analyst - Oakland, United States - SPANISH SPEAKING UNITY COUNCIL

Description

Job Description

Reports To: Chief Financial Officer

Department: Peralta Service Corporation

Location: Oakland, CA

Schedule: Monday through Friday, must be available some nights and weekends

Travel: Local travel may be required

Salary: $85,000-$110,000 annually

Employee Status: Regular, Full-time, Exempt

Union: N/A

Supervises: PSC Accounting Staff

Benefits:

Two weeks of paid vacation a year, sick time, 14 holidays, up to five floating holidays based on employee status, medical and dental benefits on the first of the month following 30 days of employment, life insurance policy at no cost to employee (with the option of increasing policy amount), flexible spending account for medical and dependent care costs, commuter benefits, 403(b) with employer match, and other benefits. We foster a joyful workplace and offer opportunities for professional development and growth.

Agency Summary

The Unity Council is a non-profit Social Equity Development Corporation with a 60-year history in the Fruitvale neighborhood of Oakland. Our mission is to promote social equity and improve quality of life by building vibrant communities where everyone can work, learn, and thrive.

Our programs aim to provide the community with the tools, knowledge, and resources to transform their lives and ultimately achieve their long-term educational, career, and financial goals. These holistic programs and services reach more than 11,000 individuals and families annually in five languages. Programs include early childhood education, youth mentorship and leadership development, employment services, career readiness training, housing and financial stability, senior citizen services, affordable housing and neighborhood development, and arts and cultural events. Our work expands beyond the Fruitvale district and now reaches across Oakland and into Concord. The Unity Council employs a diverse workforce of more than 350 people who reflect the linguistic, cultural, and ethnic identity of the communities we serve.

Program Summary

Peralta Service Corporation (PSC), established in 1975 as a subsidiary of The Unity Council, is a nonprofit social enterprise that generates revenue with a social mission. Our mission is to help committed job seekers remove multiple employment barriers and with the help of the PSC staff to improve their job readiness so that they can get into career pathways with other employers.

PSC envisions program participants getting into careers that will take them beyond basic living wage employment. The goal of the PSC's workforce development training program is to increase the economic self-sufficiency of low-income adults and help them transition from PSC to a progressive career with as much personal and vocational growth as possible. This dual emphasis of our program in doing the type of work that has a positive social impact on the community as well as focusing on helping our employee's transition from PSC.

Position Summary

Under general supervision of the Chief Financial Officer, the Senior Purchasing & PSC Analyst performs organization wide (The Unity Council and Peralta Services Corporation) difficult and complex technical duties related to the requisition of services, equipment and supplies in accordance with established policies and regulations; performs duties requiring high degree of knowledge and expertise in procurement, contracts administrations, purchase order management, fiscal management, and automated procurement and purchase order systems and purchasing cost allocation methods for cost distribution among various programs and/or funding streams.

Scope

The Senior Procurement Analyst collaborates with PSC and all other TUC internal departments to research, evaluate, and develop purchase orders, requisitions, and quantify financial/cost impacts and cost distribution methods in automated purchasing and financial systems based on negotiated service agreements and contracts, and manages utilization, drawdowns, payments and remaining expenditure authority on purchase orders, agreements, and contracts.

The Senior Procurement Analyst is responsible for ensuring proposed vendors, suppliers, and service providers meet the requirements for doing business with The Unity Council based on established policies and funder's requirements and regulations. This position assists PSC and all internal departments with the bidding process, verifies available funds and appropriate budget codes for expenditures in accordance with The Unity Council's policies, and facilitates development and implementation of cost allocation methods to distribute costs to various programs and funding streams. This position develops, maintains, and distributes financial reports for assigned areas of responsibility and supports PSC with budget management.

Distinguishing Characteristics

The Senior Procurement Analyst is responsible for facilitating and overseeing organization wide (PSC and TUC) purchasing activities, performs duties independently and must conduct research, analysis, and develop recommendation options. Whereas internal department staff who may be assigned duties for only their specific program or department such as gathering documents for informal quotes, entering requisition requests into automated purchasing systems, and processing payments against purchase orders.

Responsibilities

Key Duties

Examples of key duties are interpreted as being descriptive and not restrictive in nature. Incumbents routinely perform approximately 80% of the duties below:

• Consults with internal department representatives and external entities to develop procurement, bid, and contract specifications; makes recommendations regarding purchases, vendors, and requirements for doing business with PSC and TUC.
• Performs PSC financial, purchasing, budgeting, cost allocation, and reporting activities as primary Finance Department point of contact.
• Implements and maintains the integrity of the automated procurement systems, system approval routing, and budget/accounting entries.
• Analyzes expenditure trends and develops and distributes comparative analysis reporting.
• Contacts and receives informal quotes from vendors; compares costs and evaluates the quality and suitability of equipment, materials and supplies.
• Prepares and processes requisitions, purchases orders, contracts and agreements and maintains procurement, contracts and associated financial records.
• Coordinates purchasing details with vendor, including purchase order and contract revisions, cancellations and invoice discrepancies.
• Verifies budget/accounting codes and availability of funds and provide budget assistance as needed.
• Resolves problems and issues arising from purchase of services, equipment and supplies.
• Creates complex original draft policies, procedures, and correspondence; and prepares reports and presentations.
• Coordinates activities for a variety of meetings, committees and special projects; and attends meetings.
• May maintain a department web page for procurement and bid opportunities
• May supervise and train clerical and administrative staff performing buyer duties or accounts payable duties.
• Other duties as assigned.

Qualifications

Candidates/incumbents must meet the minimum qualifications as detailed below, through a combination of education and/or experience that would likely provide the required knowledge and abilities.

• Education: Possession of Associate's Degree or Bachelor's Degree in supply chain management & Logistics, Business Administration, Accounting, or related area; or 4 years of experience performing purchasing/contracting, purchase order management (setup, closeout, and encumbrance/liability drawdowns and liquidations, etc.), and the associated accounting, cost allocation, and reporting.
• Experience: Minimum of four (4) years of increasingly responsible experience in purchasing, contracts management and the related accounting duties preferrable in a public entity applying federal, state, and local government regulatory requirements specific to allowable expenditures with public funds.
• Knowledge: Modern purchasing methods, procedures, and specifications; methods and techniques utilized in analyzing sources of goods and services, purchasing utilization trend analysis, budget and expenditure authority levels, and knowledge of automated purchasing and accounting software programs and spreadsheet tools.

Employment Standards

Ability to:

• Learn and interpret purchasing policies and procedures, rules, regulations, and instructions;
• Perform detailed work related to purchase orders, requisitions, contracts and agreements;
• Perform complex duties coordinate PSC and TUC's purchasing functions;
• Maintain current knowledge of federal, state, and local regulations related procurement and allowable expenditures and need for changes to terms and conditions included in PSC and TUC's contracts and service agreements;
• Maintain and prepare records, files and reports;
• Communicate effectively with written and verbal presentations and provide guidance and direction
• Interact with the vendors, suppliers, service providers, and the public in a helpful, courteous and friendly manner;
• Interact with the public in a helpful, courteous and friendly manner;
• Establish and maintain effective working relationships; demonstrate sensitivity and respect.
• Demonstrate sensitivity to, and respect for, a diverse population.

Essential Functions

• May perform physical activities, such as, but not limited to, lifting, bending, standing, climbing or walking; may require extended sitting.
• Must be PC literate in MS Office (Word, Excel, and PowerPoint). Experience using data software systems such as Salesforce is highly preferred.
• Regularly required to operate standard office equipment (personal computer, photocopy machine, fax machine, etc.).
• Must have the ability to work on a computer for up to 6 hours a day.
• Regularly, required to use hands to operate computer and other office equipment.
• Close vision required for computer usage.

Pre-Employment Requirements

• Background Check

This description is not intended to be construed as an exhaustive list of duties, responsibilities or requirements for the position. This position may change or assume additional duties at any time.

Please submit your cover letter and resume.

The Unity Council is an Equal Opportunity Employer.

Women, minorities, and people with disabilities are encouraged to apply.