Procurement Analyst II

Opening Date: April 25, 2024

Closing Date:  May 9, 2024

Job Class Code: 1031
Grade: 24
Salary: $50,190.40 – $67,641.60/Annually  
Position Number: 004601191

JOB DESCRIPTION:

The Procurement Analyst II position is responsible for carrying out procurement processes that support the strategies and goals of the Division of Procurement Services. In carrying out this responsibility, the Procurement Analyst II manages complex category procurements (specifically Request for Proposals) which include market research, solicitation, evaluation, and award phases of procurement, as well as executing and managing the appropriate master agreements and contracts for the delivery of selected goods and services for all state agencies. The Procurement Analyst II is expected to work closely with state departments and agencies as the expert in procurement processes and to assist in the development of requirements based on market analysis, strategic sourcing factors, benchmarking/spend data, and other factors common in the procurement profession. The Procurement Analyst II also serves as the point of contact for assigned State agencies in their acquisition planning efforts as well as procurement related training and certification.

TYPICAL DUTIES:

• Evaluates procurement requests, specifications and statement of work requirements from State departments and agencies in order to clearly identify the procurement need. Researches and compiles associated information related to procurement processes.
• Coordinates all phases of the procurement process in accordance with applicable state and federal law and procurement rules, regulations, policy and procedures in order to ensure the integrity of the procurement process.
• Confers with State department and agency procurement contracts, vendors and manufacturers concerning specifications, testing methods, product availability and manufacturing processes in order to optimize the effectiveness and efficiency of the procurement process.
• Analyzes the reasonableness and conformity of State law and procurement rules, regulations, policy and procedures of sole source requests in order to ensure compliance.
• Develops, reviews, and edits procurement related documents in order to ensure compliance with State law and procurement rules, regulations, policy and procedures.
• Examines and evaluates bid solicitation responses in order to ensure successful completion of the procurement evaluation process.
• Directs, facilitates and coordinates State department and agency procurement evaluation committees in order to achieve equitable and fair proposals, evaluations and awards.
• Confers with State department and agency procurement contacts about the development of statements of work, specifications, deliverables, payment terms and conditions, and contract administration in order to ensure the effective completion of the procurement process.
• Consults with the division’s legal counsel regarding legal issues in solicitation language in order to ensure procurement transactions meet legal standards.
• Reviews supplier complaints and resolves conflicts between suppliers and State departments and agencies regarding procurement problems in order to achieve satisfaction between the supplier and the State department or agency.
• Conducts on-site visits with State department and agency staff in order to obtain a complete understanding of any contemplated procurement need which may include, but not be limited to, program operations, specifications, delivery, quality standards, budget and total costs.

KNOWLEDGE AND ABILITIES REQUIRED:

• Knowledge of procedures for procurement transactions including requisitions, solicitations, purchase orders, service contracts, and any other procurement methods and procedures needed to obtain goods and services.
• Knowledge of State procurement laws, rules, regulations, policy and procedures.
• Knowledge of Federal laws, statutes and regulations pertaining to procurement.
• Knowledge of effective negotiation and relationship building techniques.
• Knowledge of principles of finance and accounting.
• Knowledge of e-procurement systems and other electronic procurement tools, as well as standard computer software needed in the procurement process.
• Knowledge of budget implementation methods.
• Knowledge of contract administration, category management, and management of statewide master agreements.
• Knowledge of State department or agency programs and services as relates to procurement needs.
• Knowledge of the principles and methods of conducting advanced market research and benchmarking data collection and analysis.
• Knowledge of electronic commerce and payment card systems.
• Ability to analyze and summarize data related to procurement contracts and to make decisions and solve problems from that data.
• Ability to analyze market and supply chain data to assess present and future availability.
• Ability to perform required tasks with minimal supervisory oversight.
• Ability to learn, interpret and apply Division of Procurement Services policies and procedures.
• Ability to communicate effectively with a wide variety of customers, internal stakeholders, vendors, suppliers and any other parties involved in the procurement process.
• Ability to communicate effectively both orally and in writing.
• Ability to effectively negotiate procurement terms and conditions that optimize State expenditures.
• Ability to mediate conflicts between parties.

MINIMUM QUALIFICATIONS:

A Bachelor’s Degree in Business Administration or related field of study from an accredited educational institute and practical work experience involving moderately complex procurement work or related business processes involving advanced market research, category management or related business processes. Directly related additional experience may be substituted for educational requirement on a year-for-year basis.

This position is assigned to the RFP Team. Special consideration will be given to those with proven skills in the following areas:

• P-Card coordination and/or administration
• Contracting responsibilities
• Strong written and editorial skills
• Ability to follow, understand and convey solicitation processes (drafting, release, evaluation, and appeal of RFPs)
• Meeting and training leadership
• Commitment to innovation and process improvement

Benefits of working for the State of Maine:

No matter where you work across Maine state government, you find employees who embody our state motto—"Dirigo" or "I lead"—as they provide essential services to Mainers every day. We believe in supporting our workforce's health and wellbeing with a valuable total compensation package, including:

• Work-Life Fit – Rest is essential. Take time for yourself using 13 paid holidays, 12 days of sick leave, and 3 weeks of vacation leave annually. Vacation leave accrual increases with years of service, and overtime-exempt employees receive personal leave.
• Health Insurance Coverage – The State of Maine pays 85%-100% of employee-only premiums ($10,523.28-$12,380.40 annual value), depending on salary. Use this chart to find the premium costs for you and your family, including the percentage of dependent coverage paid by the State. 
• Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($350.40 annual value).
• Retirement Plan – The State contributes the equivalent of 13.41% of the employee's pay towards the Maine Public Employees Retirement System (MainePERS). 

State employees are eligible for an extensive and highly competitive benefits package, covering many aspects of wellness. Learn about additional wellness benefits for State employees from the Office of Employee Health and Wellness.

Note: Benefits may vary somewhat according to specific collective bargaining agreements and are prorated for part-time employment.

There's a job and then there's purposeful, transformative work. Our aim is to create a workplace where you can learn, grow, and continuously refine your skills. Applicants demonstrate job requirements in differing ways, and we appreciate that many skills and backgrounds can make people successful in this role. 

As an Equal Opportunity employer, Maine State Government embraces a culture of respect and awareness. We are committed to creating a strong sense of belonging for all team members, and our process ensures an inclusive environment to applicants of all backgrounds including diverse race, color, sex, sexual orientation or gender identity, physical or mental disability, religion, age, ancestry, national origin, familial status or genetics. 

If you’re looking for a great next step, and want to feel good about what you do, we’d love to hear from you. Please note reasonable accommodations are provided to qualified individuals with disabilities upon request.

Thinking about applying?

Research shows that people from historically excluded communities tend to apply to jobs only when they check every box in the posting. If you’re currently reading this and hesitating to apply for that reason, we encourage you to go for it! Let us know how your lived experience and passion set you apart.