Senior Procurement Analyst at Sourcewell in Staples, MN

Job description

• This position directly assists the Procurement Manager in leading the Procurement Department, effectively providing work team direction during brief intervals where department manager is unavailable or otherwise necessarily focused. This position will assume substantial empowerment from the Procurement Manager to lead and ensure compliance in the solicitation and contract award process and in all associated documentation and data management processes. This position will be regularly empowered to lead Proposal Evaluation Committees.
• The Senior Procurement Analyst serves as a highly experienced procurement resource, applying sound judgment, creativity, and innovative thinking to a broad and diverse range of procurement activities. This position is expected to approach complex, unique, or evolving procurement needs with an open mind; evaluate issues from multiple perspectives; and develop practical, compliant, and effective procurement strategies rather than relying solely on established or historical approaches.

Responsibilities

• Required Functions
• Collaborates with the Procurement Manager to develop and effectively implement public procurement best practices throughout Sourcewell in the following contexts: solicitations, pre-solicitation processes and meetings, Request for Proposals (RFPs), Invitations for Bid (IFBs), evaluation processes, contract awards, communications with prospective suppliers and members, contract documentation, price and product changes and approvals, data management and documentation filing, and supplier compliance with contract terms. Provides input to the Procurement Manager regarding best practices in all phases of internal and external operations of the Procurement Department.
• Guides Procurement Analysts to regularly collaborate with Sourcewell’s Category Development Administrators and Supplier Development Administrators in order to continuously improve processes critical to the quality of contracts used cooperatively by Sourcewell and its members.
• Ensures the accuracy and validity of documents and records.
• Helps develop systems-based processes to ensure contract compliance at all levels.
• Analyzes, identifies, and implements ways to better execute the Procurement Department’s responsibilities.
• Responds to inquiries related to Procurement Department processes from participating entities, suppliers, and other interested parties in an efficient and effective manner.
• Works closely with Procurement Department team members to continuously improve the overall functioning of the department.
• Actively seeks out and contributes content to industry conferences and ongoing training to maintain relevant certifications. obtain information for improving the Procurement Department and demonstrate procurement acumen.
• Develops and conducts internal and external training to educate members and suppliers on complex topics related to Sourcewell’s solicitation and audit processes.
• Provides mentorship to other Procurement team members.
• Leads the solicitation development process, pre-proposal process, and Proposal Evaluation Committee(s).
• Conducts pre-proposal conferences as part of the solicitation process to educate interested suppliers on Sourcewell, the requested products and services and the evaluation method used by the evaluation committee.
• Builds solicitations, addresses supplier questions, issue addendums and open solicitations for evaluation in the Sourcewell Procurement Portal.
• Leads and facilitates internal procurements by conducting the following activities:
• Defines scope and RFP/RFQ development with the requesting department personnel.
• Posts the RFP/RFQ to the Sourcewell Procurement Portal.
• Seeks input from requesting personnel during the Question and Answer period and creates and posts any addenda required.
• Opens supplier responses in the Procurement Portal and assigns evaluation committee team members.
• Leads Proposal Evaluation Committees in determining final recommendations of award or non-award. Conducts award recommendation meetings with the Sourcewell Chief Procurement Officer.
• Works with the Procurement Manager to lead supplier debrief calls by scheduling the debrief, preparing summaries detailing the strengths and opportunities for improvement, and facilitating the debrief with the suppliers.
• Provides direct resource to the Procurement Manager in monitoring solicitation and contract award processes of the Procurement Department.
• Ensures completion of critical, time-sensitive elements of the procurement process.
• Responsible for the solicitation advertisement process for categories to be competed in the US and Canada. This includes proficiently leading the process for all online and print media advertisements.
• Proficiently maintains accurate records of solicitation requests and solicitation respondents for each solicitation category.
• Ensures solicitation timelines are met.
• Supports Procurement Team members in the development of process critical documentation such as solicitations, notice of awards, solicitation comment & review, and Sourcewell Board agenda items from the Procurement Department.
• Proficiently administers maintenance for the state contact list, notifying states of upcoming solicitations.
• Responsible for the timely notification to states or any Sourcewell member that has adopted an Sourcewell contract, whenever contract changes occur or as contract maturity dates approach. (typically as the result of a price and product change request).
• Leads Procurement Department embracement and effective utilization of CRM.
• Proficiently creates entries and administers modifications of CRM entries and reports within the Procurement Department.
• Works with the Procurement Manager in determining the need for new reports in CRM to be used by the Procurement Department for improved departmental efficiency.
• Collaborate with the IT Department to develop advanced CRM and website, records, reports, email notifications, and overall systems improvements.
• Acts in compliance within the Procurement Department.
• Collaborates with the Procurement Manager in administering the internal processes of the Procurement Department to include:
• Ensures accuracy and validity of documents and records.
• Ensures completeness of paper and electronic files.
• Ensures timeliness of posting documents to website.
• Ensures effectiveness of data management relating to contracts and related documentation.
• Develops systems-based processes to ensure contract compliance at all levels.
• Analyzes and recommends ways to better execute the Procurement Department’s responsibilities.
• Responds to all types of inquiries—from participating entities, suppliers, and other interested parties—both orally and in writing, in a way that effectively communicates Sourcewell’s mission and values.
• Evaluates the department’s information systems, management procedures, and internal controls to ensure that records and controls are accurately maintained.
• Ensures that recommended departmental improvements are carried out effectively.
• Leads and mentors within the Procurement Department.
• Provides input regarding best practices and contract documentation and execution.
• Provides guidance on the development and maintenance of an updated procurement standard operating procedures and standard work instructions.
• Works collaboratively with Procurement Manager to maintain an effective audit function, including auditing price files and general processes.
• Frequently engages in mentorship and development of team members in an effort to further engage and empower.
• Represents Sourcewell at various industry or professional conferences as a speaker or attendee and actively participates in relevant procurement associations.
• Manages Procurement Department projects.
• Leads projects for procurement related accreditations, certifications, and award application processes as empowered by the Procurement Manager.
• Ensures quality and accuracy of Procurement Department standard operating procedures.
• Collaborates with the Procurement Team members, as well as other Sourcewell departments, in preparing and presenting procurement related topics.
• Support other Procurement Team members as needed. Actively seeks out and participates on public procurement related boards and committees as approved by the Procurement Manager. Participate in contract negotiations with the Procurement Manager. Support the Procurement Manager in strategic planning as needed.
• Other duties as assigned.

Requirements

• Bachelor’s degree in related field of study, AND
• Minimum of five years of experience in procurement or other comparable business professional environment.
• OR
• A combination of related post-secondary and/or professional education and demonstrated procurement or other comparable business professional experience equivalent to a total of nine years
• AND
• Valid MN Driver’s License
• Experience in public procurement.
• Experience with Customer Relationship Management (CRM) systems.
• Any of the following procurement related certifications: CPCM (Certified Professional Contracts Manager), CPSM (Certified Professional in Supply Management), CPPB (Certified Professional Public Buyer), NIGP-CPP(National Institute for Government Procurement - Certified Procurement Professional) CPP (Certified Purchasing Professional).

Skills

Required

• Procurement expertise
• Leadership and mentorship
• Solicitation and contract management
• Data management and documentation
• CRM utilization
• Communication and collaboration
• Problem-solving and innovative thinking
• Compliance and audit knowledge

Preferred

• Public procurement experience
• CRM systems experience