Purchasing Analyst

City of Key West•Key West, FL

About The Position

The Purchasing Analyst performs advanced technical, analytical, and operational procurement functions in support of centralized City-wide purchasing operations. This position ensures compliance with City procurement policies, local ordinances, the Florida Statutes, and applicable federal regulations governing public purchasing. The Purchasing Analyst promotes transparent, competitive, and cost-effective acquisition of goods and services while maintaining strong internal controls, audit readiness, and public accountability. Serving as a public purchasing official, the position exercises independent judgment in reviewing and submitting requisitions, analyzing pricing structures, evaluating vendor qualifications, and advising departments on appropriate procurement methods and procedures. This role supports fiscal stewardship by identifying cost-saving opportunities, standardizing purchasing practices, mitigating procurement risk, and maintaining accurate financial and contract records. In addition to analytical oversight, the position may perform full-cycle procurement functions for assigned departments, including obtaining quotes, entering requisitions, processing purchase orders, coordinating approvals, confirming receipt of goods or services, and routing invoices for payment processing.

Requirements

Knowledge of public sector procurement principles, competitive bidding methods, and contract administration practices.
Working knowledge of municipal purchasing requirements under the Florida Statutes and applicable federal procurement standards.
Understanding of cooperative purchasing programs and intergovernmental agreements.
Ability to perform price, cost, and financial analysis.
Strong attention to detail and accuracy in financial documentation.
Ability to interpret contracts, technical specifications, and regulatory requirements.
Strong organizational and time management skills with the ability to manage multiple priorities.
Effective written and verbal communication skills.
Ability to maintain positive working relationships with vendors, department staff, and leadership.
Proficiency in ERP/financial systems and Microsoft Office applications (Excel proficiency required).
Ability to maintain confidentiality and exercise sound professional judgment.
Associate’s Degree in Business Administration, Public Administration, Finance, Accounting, or a closely related field or minimum of two (2) years of progressively responsible experience in public procurement, purchasing analysis, business, finance, or contract administration.
Possession and maintenance of a valid Florida Driver’s License.

Nice To Haves

Municipal experience preferred.
Certified Professional Public Buyer (CPPB) or similar procurement certification preferred.

Responsibilities

Review, analyze, and process purchase requisitions to ensure compliance with budget appropriations, procurement thresholds, and City policy.
Issue and manage purchase orders within delegated authority limits.
Monitor procurement transactions to ensure adherence to competitive solicitation requirements.
Administer and reconcile City purchasing card (P-Card) transactions; ensure compliance with established controls and documentation standards.
Conduct price and cost analysis to evaluate vendor proposals, quotes, and bids.
Research market sources, cooperative purchasing agreements, state contracts, and other procurement vehicles to achieve best value.
Assist departments in developing clear, competitive, and non-restrictive specifications for goods and services.
Coordinate informal and formal quotation processes in accordance with established procurement thresholds.
Maintain and update vendor records, contract files, and procurement documentation within the City’s financial and contract management systems.
Upload, track, and monitor executed contracts to ensure proper documentation and expiration awareness.
Analyze purchasing trends and spending patterns to support strategic sourcing initiatives and cost containment.
Resolve invoice discrepancies, vendor disputes, and procurement-related issues.
Support audit activities by maintaining organized and transparent procurement records.
Provide guidance to departments regarding procurement procedures, documentation requirements, and compliance standards.
For assigned departments, performs full-cycle procurement functions including obtaining quotes, preparing and entering purchase requisitions, processing purchase orders, coordinating approvals, confirming receipt of goods/services, and routing invoices for payment processing
Assist in fixed asset tracking and inventory control processes as assigned.
Respond to public records requests related to procurement activities in accordance with applicable law.
Maintain ethical standards and avoid conflicts of interest in all procurement actions.
Perform related duties as assigned in support of Finance Department operations.