SENIOR PURCHASING ANALYST
DEFINITION
Under general direction, performs the most complex and specialized procurement, contract administration, purchasing compliance, vendor management, and analytical work within the Purchasing Division; leads complex procurement projects and formal solicitations; develops and implements purchasing procedures and process improvements; provides technical guidance and training to staff and departments regarding procurement requirements and purchasing systems; and performs related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Purchasing Manager. Exercises technical and functional direction over and provides training to lower-level staff.
CLASS CHARACTERISTICS
This is the advanced journey-level classification in the Purchasing Analyst series responsible for performing the most complex work assigned to the series. Incumbents regularly work on tasks which are varied and complex, requiring considerable discretion and independent judgment. Positions in the classification rely on experience and judgment to ensure efficient and effective procurement operations, contract administration, purchasing compliance, procurement system administration, and service delivery. Assignments are given with general guidelines and incumbents are responsible for establishing objectives, timelines, and methods to complete assignments. Work is typically reviewed upon completion for soundness, appropriateness, and conformity to policy and requirements. This class is distinguished from the Purchasing Manager in that the latter is responsible for the supervision and evaluation of assigned staff and overall management of Purchasing Division operations.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.
Leads and coordinates the most complex formal solicitations, requests for proposals, requests for qualifications, and other procurement processes from development through contract award and implementation.
Conducts complex procurement, contract, and operational analyses and develops recommendations regarding purchasing practices, procedures, systems, and compliance requirements.
Reviews and evaluates procurement activities, purchasing transactions, contracts, and supporting documentation for compliance with applicable laws, policies, procedures, and purchasing requirements.
Serves as a technical resource to departments, management, staff, and vendors regarding procurement regulations, policies, contract administration requirements, and purchasing procedures.
Develops, implements, and maintains purchasing procedures, operational standards, training materials, and procurement-related documentation.
Administers and supports enterprise procurement systems, vendor management systems, electronic bidding platforms, and related purchasing technologies.
Leads procurement-related process improvement initiatives and operational enhancement projects designed to improve efficiency, transparency, compliance, and service delivery.
Develops and delivers procurement-related training and provides technical and functional direction to assigned staff, departments, and system users.
Conducts research and analysis related to procurement trends, industry best practices, regulatory changes, and operational needs.
Prepares complex reports, studies, correspondence, policy interpretations, and recommendations related to procurement operations and purchasing activities.
Oversees vendor onboarding and administration processes and resolves complex vendor, contract, and procurement system issues.
Coordinates special projects, operational studies, procurement initiatives, and City-wide purchasing-related assignments.
Supports contract administration activities including contract tracking, amendment review, compliance monitoring, and procurement documentation management.
Assists in evaluating and implementing procurement technologies, reporting tools, operational practices, and service delivery improvements.
Represents the Purchasing Division in meetings, committees, project teams, and interdepartmental initiatives as assigned.
Observes and complies with all City and mandated safety rules, regulations, and protocols.
Performs related duties as assigned.
QUALIFICATIONS
Knowledge of:
Principles and practices of leadership.
Principles of providing functional direction and training.
Public procurement, contract administration, purchasing compliance, and vendor management principles and practices.
Advanced procurement methods, formal solicitation processes, contract administration techniques, and purchasing regulations.
Methods and techniques used to research, compile, analyze, and present operational and procurement-related data.
Principles and practices of business process improvement, workflow analysis, and operational efficiency.
Techniques for developing and delivering training materials, user guides, and procedural documentation.
Recordkeeping, file management, and documentation practices related to procurement and contract administration.
Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
City and mandated safety rules, regulations, and protocols.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
Ability to:
Plan, organize, and coordinate complex procurement projects and assignments.
Effectively provide staff leadership and work direction.
Assist in developing and implementing goals, objectives, practices, policies, procedures, and work standards.
Understand, interpret, and apply procurement-related laws, regulations, policies, procedures, and standards relevant to assigned responsibilities.
Analyze procurement, vendor, contract, operational, and compliance-related information and identify appropriate courses of action within established guidelines.
Coordinate and administer procurement processes, purchasing activities, and vendor support functions in an accurate and timely manner.
Research issues, gather information, and develop recommendations related to purchasing operations, procedures, and system processes.
Develop, maintain, and utilize reports, records, databases, and other management information resources.
Develop and maintain procurement procedures, training materials, user guides, and operational documentation.
Provide procurement-related guidance, training, and technical assistance to staff, departments, and vendors.
Identify opportunities for process improvement and assist in implementing operational enhancements and workflow efficiencies.
Prepare clear and concise reports, correspondence, documentation, and other written materials.
Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
Education:
Equivalent to a bachelor's degree from an accredited college or university with major coursework in public administration, business administration, finance, accounting, procurement, supply chain management, or a related field.
Experience:
Five (5) years of increasingly responsible professional experience in procurement, purchasing, contract administration, vendor management, purchasing compliance, procurement analysis, or a related field.
Licenses and Certifications:
Possession of a valid California Driver's License, to be maintained throughout employment.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and through use of communication devices. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Senior Purchasing Analyst
September 2026
FLSA: Exempt