Procurement Analyst

Job Purpose and Summary

This position is responsible for performing intermediate level work coordinating procurement activities for a variety of services and materials on behalf of the Pennsylvania Turnpike Commission (PTC). Work involves the administration of confidential contract and procurement issues which requires significant discretion. This position is responsible for determining how customer requests for purchases should be processed following state, federal, and/or organizational guidelines. Completed work and performance are reviewed by a supervisor for soundness of reasoning, effectiveness, and conformance with established policies and objectives.

Essential Functions & Responsibilities

Collaborates with other departments to provide customer service, guidance, and trouble-shooting support to internal/external customers regarding proper contracting and/or procurement procedures.  

Provides system training and support. Creates and revises training materials, guides, and other instructional materials that are used organizational-wide or are department specific. Familiarizes employees/vendors with related policies, procedures, methods, rules, and regulations and ensures requirements are met. 

Utilizes the enterprise resource planning system (ERP) in accordance with policies and procedures. Processes shopping carts for purchases and work orders. Appropriately handles change orders and necessary approval memorandums.

Analyzes and compiles information used in the preparation of bid requests and evaluates available options for sourcing off existing contracts, including statewide contracts or other cooperative agreements. Develops, compiles, and secures Requests for Information or Quotation within Procurement Code guidelines. 

Facilitates pre-proposal or pre-bid conferences and public bid openings. Creates bid tabulations and spreadsheets to perform a comparative analysis of bid proposals utilizing spreadsheets and other reporting tools. Recommends awards of both standard and complex purchases. 

Prepares and presents reports, forms, and reference guides to provide information and identify purchasing requirements.

Assists in the administration of the proposed and awarded contracts and preparation of agreements. Resolves problems that arise (e.g., invoicing, contract extensions, interim audit resolutions, insurance, etc.).

Organizes and prioritizes work assignments conferring with vendors and department officials concerning needs, justifications, specifications, and deadlines.

Administers the PTC procurement card (PCARD) program. Liaisons with the bank regarding PCARD transactions. Reviews, updates, and reconciles daily transactions. Addresses potential usage violations. Maintains inventory of Objects on Loan for all PCARDS in the organization.

Liaisons with vendors to reconcile delivery and invoicing problems. Reviews and resolves inspection reports. Expedites purchases through oral/written follow-up to ensure delivery is within contracted timeframe. Informs the requesting locations of current order status.

Prepares and distributes fluctuating pricing data to PTC and contract vendors.

Prepares correspondence concerning quotations, bids, purchase orders, and other office communications. 

Maintains the Financial Administration unit’s intranet/internet changes. 

Performs administrative duties as assigned.

Uses situational awareness to anticipate and prevent accidents.

Performs related duties as assigned.

Qualifications

Five (5) years of experience in strategic sourcing, purchasing, contract administration, supply-chain management, engineering, or business administration capacity;
OR
One (1) year of experience in strategic sourcing, purchasing, contract administration, supply-chain management, engineering or business administration capacity AND a bachelor’s degree in business administration, engineering, supply-chain management, public administration, or related field. 
Equivalent combination of education and/or experience may be accepted.

Competencies

Physical Demands and Work Environment

Position demands include frequent speaking, writing and reading reports. Position requires frequent work at a computer utilizing business programs and PTC specific operating systems. Position requires occasional travel and/or fieldwork with exposure to roadway traffic. Occasionally works outside of normal business hours for assigned work assignments.

Office environment with low levels of noise, adequate lighting and comfortable temperature. Field environment may include exposure to moderately adverse and undesirable conditions. Physical environment is generally safe, but safety equipment or precautions must be followed in field conditions.  

Disclaimer

The information provided in this job description has been designed to indicate the general nature and level of work performed by the incumbent(s) within this job. It is not designed to be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, and working conditions required of the employee(s) assigned to this job. Management has the discretion to add or modify duties of the job and to designate other functions as essential at any time.