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Purchasing Analyst

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Purchasing Analyst

Salary

$88,718.00 - $130,469.00 Annually

Location

Rochester MN 55904, MN

Job Type

Regular FT

Job Number

20250038

Department

Finance

Opening Date

04/16/2025

+ Description

+ Benefits

+ Questions

POSITION DESCRIPTION

The City of Rochester invites applications for:

Purchasing Analyst

The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to ALL voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community.

It takes us all working together.

Nature of Work

The Purchasing Analyst is responsible for supporting purchasing functions for the City of Rochester in compliance with state, federal and City regulations, processes, and policies. The Analyst provides excellent customer service to City departments by serving as a purchasing advisor to answer inquiries, manage financial reporting for grants, and act as a liaison with external agencies and vendors. Responsibilities include supporting the purchase of equipment, materials and services, as requested, and supporting the promotion of equitable and sustainable purchasing practices.

Work Environment: This position has a hybrid option, where teammates can choose to work remotely a few days a week.

Pay: The starting salary range is $88,718 to $104,375 depending on qualifications, with advancement to $130,469.

To have your application considered in the first round of reviews, please apply before May 5, 2025.Applications will be accepted until the position is filled.

DUTIES AND RESPONSIBILITIES

* Support the City of Rochester’s purchasing function and disposition of City property.

+ Review and process requisitions for the purchase of professional services and supplies in accordance with City policy and applicable regulations.

+ Prepare bid specifications, including assembling related documents, scheduling and proper noticing in compliance with State of MN competitive bidding laws.

+ Participate in pre-bid meetings as necessary.

+ Analyze pricing proposals, compare costs, and make purchasing recommendations to City departments.

+ Maintain records on formal bids, quotations, vendors, and sources of supplies.

+ Support the preparation of Requests for Proposal as needed.

+ Update and maintain changes to the equipment revolving fund.

+ Perform disposition of City property for City departments.

+ Perform public surplus sales for City departments.

* Answer inquiries and collaborate with other departments regarding purchasing requirements and promoting equitable and sustainable purchasing practices.

+ Coordinate with City departments to promote standardization, consistency, and best practices in purchasing.

+ Respond to internal and external inquiries regarding established regulations, requirements and compliance standards, including State of MN competitive purchasing and bid laws.

+ Maintain current knowledge of federal, state and local laws and regulations that impact government purchasing.

+ Develop and maintain a directory of disadvantaged business enterprises (DBEs) and support efforts to achieve targets for purchasing from DBEs in partnership with other departments.

* Support Vendor and Grant Management

+ Build and maintain relationships with vendors; serve as a primary point of contact.

+ Monitor vendor performance and work with departments to address issues.

+ Maintain and update the City’s vendor list, with special emphasis on including and encouraging protected class businesses.

+ Prepare and manage financial reports for grants, ensuring compliance with grant requirements and timely submission of reports. Monitor grant expenditures and maintain accurate financial records.

+ Serve as the point of contact for a variety of private, state, and federal grant administration and respective grant and funding portals.

+ Review and approve invoices, vouchers and purchase orders.

*Routine accounting responsibilities.

Including but not limited to:

+ Perform monthly bank reconciliations to ensure the accuracy of financial records. Investigate and resolve any discrepancies.

+ Perform accounts receivable activities including invoicing and collections. Process write-offs in accordance with established policies and procedures.

+ Collect and maintain outside agency financial information and assist with quarterly meeting presentations as required.

* Perform other duties as assigned or necessary.

MINIMUM QUALIFICATIONS

Education and Experience

Bachelors degree in purchasing, accounting, business administration or related field and three (3) years of direct experience in purchasing, procurement or inventory management capacity

OR

An equivalent combination of education and experience to successfully perform the role.

ADDITIONAL INFORMATION

PHYSICAL AND ENVIRONMENTAL CRITERIA

In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work : Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: sitting, fine dexterity

Frequent demands: standing

Occasional demands: walking, bending, lifting, reaching, handling

Sensory requirements necessary in the performance of the essential functions of this position include: (options - sight, hearing, touch, taste, or smell).

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions)

EMPLOYEE BENEFIT AND RETIREMENT SUMMARY (https://www.rochestermn.gov/home/showdocument?id=36371&t=637988555643816877)

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application and resume. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

+ Yes

+ No

02

Which of the following best describes your level of education?

+ High school diploma or equivalent G.E.D.

+ Completion of a 2 year program or degree

+ Completion of a 4 year program or degree

+ Completion of a Master's degree or higher

+ None of the above

03

Other than your High School diploma/GED, which of the following best describes the field of study for your degree?

+ Accounting

+ Purchasing

+ Business Administration

+ A field of study closely related to the above

+ My degree is in an area NOT RELATED to any of the above

+ N/A - I do not have a degree

04

Which of the following best describes your years of experience in purchasing, procurement or inventory management?

+ No experience

+ Less than 3 years

+ More than 3 years, but less than 5 years

+ More than 5 years, but less than 7 years

+ More than 7 years, but less than 10 years

+ 10 or more years

05

Does your purchasing experience include any of the following? (Select all that apply)

+ Preparing bids

+ Participating in pre-bid meetings

+ Analyzing proposals

+ Creating Request for Proposals

+ Government Purchasing

+ Working with Disadvantaged Business Enterprises

+ Maintaining vendor relationships

+ Preparing and monitoring grants

+ Approving invoices, vouchers, or purchase orders

+ Equipment Revolving Funds

+ Coordinating public surplus sales

+ Bank reconciliations

+ Accounts Receivable, including invoicing and collections

+ N/A - None of the above

06

Which of the following best describes the size of the organization, in terms of total annual budget where you obtained a majority of your years of purchasing experience?

+ Less than $25 million

+ More than $25 million, but less than $100 million

+ More than $100 million, but less than $250 million

+ More than $250 million, but less than $500 million

+ More than $500 million

+ N/A - None of the above

07

Which of the following certifications do you currently possess?

+ Professional Public Buyer

+ Public Procurement Officer

+ None of the above

08

Which of the following best describes your experience with governmental purchasing requirements?

+ Limited – Taken classes related to governmental purchasing, as part of my degree

+ Moderate – Performed some purchasing functions or auditing for governmental entities

+ Extensive – Worked in a governmental purchasing position where a majority of my duties were subject to competitive bidding requirements for cities

+ N/A – I have no governmental accounting experience

09

Please indicate any of the functions that you are able to successfully perform in Excel: (select all that apply)

+ Formatting

+ Data Filter, Validation

+ Importing/Exporting Data

+ Pivot tables

+ "If, then" statements

+ Logical statements (not, or, true)

+ Vlookups

+ Using formulas - sum, average, count

+ None of the above

10

Tell us how your professional, educational and lived experiences would help you be successful in this role.

11

CONDITIONS OF EMPLOYMENT: City policy requires that finalists are required to undergo a background investigation which may include, but not limited to: verification of employment and educational records, identification verification, driver's license record and a criminal history. Please note that a criminal conviction does not automatically disqualify an applicant from consideration for employment with the City of Rochester. If selected as a finalist, are you willing to undergo a background investigation?

+ Yes

+ No

Required Question

Employer

City of Rochester

Address

201 4th Street SE Rochester, Minnesota, 55904

Phone

(507) 328-2555

Website

https://www.rochestermn.gov/employment

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