Procurement Analyst II

State of Maine•Augusta, ME

About The Position

The Procurement Analyst II (PA II) plays a vital role in advancing the Office of State Procurement Services’ strategies and goals. This position oversees complex procurement processes, ensuring they are handled with integrity and are transparent. The person selected for this position will be responsible for managing the day-to-day operations for the state’s P-Card (credit card) program, reviewing statewide contracts and supporting documents, and processing Request for Quotes (RFQs), which involves market research, specification writing, solicitation, evaluation, and awarding of contracts. The Procurement Analyst II ensures the effective execution and management of master agreements and other contracts for delivering goods and services to all state agencies. Managing the day-to-day operations for the state’s P-Card (credit card) program includes monitoring agency purchases, issuing and replacing cards, following required checks and balances to adjust credit limits, generating expenditure reports, and providing emergency assistance for P-card-related issues, including after-hours, weekends, and on holidays. Serving as a procurement expert, the Procurement Analyst II collaborates closely with state agencies to develop strategic procurement plans based on agency needs using market analysis, benchmarking, spend data, and other sourcing factors. Additionally, they assist agencies with acquisition planning, procurement training, and certification efforts.

Requirements

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.
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.

Responsibilities

Manages the daily operations of the P-Card program, overseeing agency purchases, issuing and replacing cards, adjusting credit limits, generating expenditure reports, and providing after-hours, weekend, and holiday support for P-Card emergencies.
Reviews procurement requests, specifications, and statements of work from State departments and agencies to accurately define procurement needs.
Conducts research and gathers relevant information to support procurement processes.
Oversees all stages of the Request for Quote (RFQ) procurement process, ensuring compliance with state and federal laws, as well as procurement rules, regulations, policies, and procedures.
Maintains the integrity and transparency of procurement operations.
Engages with State departments, agency procurement officials, vendors, and manufacturers to discuss specifications, testing methods, product availability, and manufacturing processes. Aims to enhance procurement effectiveness and efficiency through informed collaboration.
Evaluates single source requests to determine their alignment with State laws, procurement rules, regulations, policies, and procedures, ensuring compliance and fairness in the procurement process.
Prepares, reviews, and refines procurement related documents to ensure adherence to State laws, procurement rules, regulations, policies, and procedures, maintaining compliance and accuracy.
Reviews and assesses bid solicitation responses to ensure a thorough and compliant procurement evaluation process, leading to successful contract decisions.
Leads, facilitates, and coordinates procurement evaluation teams for State departments and agencies, ensuring fair and equitable proposal assessments, evaluations, and contract awards.
Works collaboratively with State department and agency procurement representatives to shape statements of work, specifications, deliverables, payment terms, and contract administration, ensuring a seamless and effective procurement process.
Consults with the division’s legal counsel regarding legal issues in solicitation language in order to ensure procurement transactions meet legal standards.
Investigates supplier complaints and facilitates conflict resolution between suppliers and State departments or agencies, ensuring procurement challenges are addressed and fostering mutually satisfactory outcomes.
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.

Benefits

Work-Life Balance – 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 ($11,857.68-$13,950.24 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.
Health Insurance Premium Credit – Participation decreases employee-only premiums by 5%. Visit the Office of Employee Health and Wellness for more information about program requirements.
Dental Insurance – The State of Maine pays 100% of employee-only dental premiums ($365.28 annual value).
Retirement Plan – The State of Maine contributes 14.11% of pay to the Maine Public Employees Retirement System (MainePERS), on behalf of the employee.
Gym Membership Reimbursement – Improve overall health with regular exercise and receive up to $40 per month to offset this expense.
Health and Dependent Care Flexible Spending Accounts – Set aside money pre-tax to help pay for out-of-pocket health care expenses and/or daycare expenses.
Public Service Student Loan Forgiveness – The State of Maine is a qualified employer for this federal program. For more information, visit the Federal Student Aid office.
Living Resources Program – Navigate challenging work and life situations with our employee assistance program.
Parental leave is one of the most important benefits for any working parent. All employees who are welcoming a child—including fathers and adoptive parents—receive forty-two (42) consecutive calendar days of fully paid parental leave. Additional, unpaid leave may also be available, under the Family and Medical Leave Act.
Voluntary Deferred Compensation – Save additional pre-tax funds for retirement in a MaineSaves 457(b) account through payroll deductions.
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.