Senior Analyst - Procurement & Contracts Manager - Environmental Services Department

City of San Jose•San Jose, CA

11h

About The Position

The City of San José Environmental Services Department is hiring one full-time Senior Analyst to serve as its Procurement and Contracts Manager. The position leads consultant procurements and supervises the department’s contracting functions, supporting utility services, pilot initiatives, and environmental reviews. The Senior Analyst advises department managers on procurement methods and primarily develops and manages Request for Proposal processes, including scoping services, maintaining procurement integrity, administering evaluations, facilitating contract development, conducting debriefs, and managing procurement records. The role also supervises and develops Contracts Analysts; oversees contractual agreement processing; reviews and approves Service Orders; coordinates contract issues with the City Attorney’s Office; supports grant subcontracting compliance and grantmaking activities; prepares recurring memos and reports; leads training on City contracting and procurement; administers the department’s Contracts Management System; manages AB339 requests; and supports Form 700 compliance and records retention. The position provides internal customer service to ESD teams with varying levels of procurement and contracting expertise, anticipating issues and offering appropriate support.

Requirements

Bachelor’s degree from an accredited college or university.
Four years of increasingly responsible experience in general management or administrative analytic work in budget, finance, grant administration, organizational analysis, general administration, human resources, or a related field.
One year of education above the bachelor’s degree level may substitute for one year of the required management or administrative analytic work.
Knowledge and experience with applicable professional or technical principles and practices, Citywide and departmental procedures and policies, and federal and state rules and regulations.

Nice To Haves

Demonstrated analytical thinking using a logical, systematic, sequential approach.
Conflict-management skills, including reducing tension by presenting relevant facts, analysis, and solutions suited to the audience.
Ability to anticipate customer needs and provide timely, accurate, respectful, and friendly service.
Initiative, resourcefulness, proactive planning, willingness to take on additional responsibility, and pursuit of continuing education.
Leadership skills, including ethical conduct, approachability, promoting cooperation, supporting others’ learning, and providing direction.
Project-management skills that support projects and implement agency goals and strategic objectives.
Ability to integrate technology into the workplace using efficient and cost-effective approaches to improve program effectiveness.

Responsibilities

Advise Environmental Services Department managers on appropriate methods for procuring services, including RFPs, RFIs, and sole-source procurements.
Develop and manage Request for Proposal processes.
Work with department managers to scope services and estimate procurement costs.
Maintain the integrity and confidentiality of procurement processes, including responding to proposer questions, facilitating proposal intake and review, compiling evaluator scores, applying Local and Small Business preferences and cost criteria, facilitating evaluation panel meetings and proposer interviews, and issuing notices of intended award.
Facilitate contract development with successful proposers.
Lead debriefs with non-selected parties when requested.
Manage documents in the Biddingo system and subsequent records retention.
Supervise, lead, and develop Contracts Analysts.
Oversee contractual agreement processing for the department.
Review and approve Service Orders.
Coordinate with the City Attorney’s Office to address conflicts in contract negotiation or interpretation.
Guide department managers on compliance with subcontracting provisions of state and federal grants.
Author recurring memos regarding activities delegated to the ESD Director.
Generate recurring reports on expiring contracts and assist managers with extensions or new procurements.
Advise the department’s grantmaking activities and provide technical support in WebGrants as needed.
Lead training on City contracting and procurement processes.
Serve as the department’s Contracts Management System Administrator.
Provide AB339 request management and guidance.
Support Form 700 compliance, File Trail, and SharePoint record retention.
Provide timely and appropriate internal customer service to ESD teams, anticipating potential issues and supporting staff with varying levels of procurement and contracts expertise.