Procurement Analyst 1-5 HX

Job Summary

Involves acquisition of goods and services including equipment acquisition, contracting for professional services, design and construction services, business contracts, maintenance services, consulting and personal services.

Job Title	Procurement Analyst 1 HX	Procurement Analyst 2 HX	Procurement Analyst 3 HX	Procurement Analyst 4 HX	Procurement Analyst 5 HX
Job Code	5432	5433	5434	5435	6424
Bargaining Unit	CX	CX	CX	CX	CX
FLSA	Non-Exempt	Non-Exempt	Exempt	Exempt	Exempt
Generic Scope	Entry-level professional with limited prior experience; learns to use professional concepts to resolve problems of limited scope and complexity; works on assignments that are initially routine in nature, requiring limited judgment and decision making. Employees at this level are expected to acquire the skills and knowledge to perform more advanced work following an agreed upon time in position, through defined training and development planning.	Professional who applies acquired job skills, policies, and procedures to complete substantive assignments / projects / tasks of moderate scope and complexity; exercises judgment within defined guidelines and practices to determine appropriate action.	Experienced professional who knows how to apply theory and put it into practice with in-depth understanding of the professional field; independently performs the full range of responsibilities within the function; possesses broad job knowledge; analyzes problems / issues of diverse scope and determines solutions.	Technical leader with a high degree of knowledge in the overall field and recognized expertise in specific areas; problem-solving frequently requires analysis of unique issues / problems without precedent and / or structure. May manage programs that include formulating strategies and administering policies, processes, and resources; functions with a high degree of autonomy.	Recognized organization-wide expert. Has significant impact and influence on organizational policy and program development. Regularly leads projects of critical importance to the organization; these projects carry substantial consequences of success or failure. Directs programs with organization-wide impact (or may have impact beyond the University) that include formulating strategies and administering policies, processes, and resources. Significant barriers to entry exist at this level.
Custom Scope	Uses professional purchasing concepts. This is an entry level position in the procurement job family. Works on purchasing assignments that are limited in scope, and within assigned dollar limits. Follows standard procurement practices and procedures in analyzing alternative options. Normally receives detailed instructions on all work. Follows standard practices and procedures in analyzing situations or data from which answers can be readily obtained. This title is bargaining unit only. There should never be an uncovered position.	Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. Has authority to make purchases within a moderate and pre-approved dollar limit. Exercises judgment within defined limits and practices to determine most effective methodology to acquire common goods and services. Works on problems of moderate scope where analysis of situations or data requires a review of a variety of factors. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Works on complex procurement assignments where analysis of situations or data requires a review of multiple purchasing options. Has authority to make purchases within broadly defined dollar limit. Exercises judgment to determine most effective methodology to acquire common goods and services. Normally receives little instruction on day-to-day work, with general direction provided on purchasing assignments that are more complex or unique in nature. Uses skills as a seasoned, experienced professional with a full understanding of industry practices and organizational policies and procedures to resolve a wide range of issues. Demonstrates good judgment in selecting methods and techniques for obtaining solutions. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Uses skills as an experienced procurement professional. Works on assignments that are diverse and complex in nature, and requires strong analytical skills necessary to compare and contrast purchasing options. Demonstrates good judgment in selection methods and techniques. Makes independent purchasing decisions. Receives assignments in the form of objectives and determines how to use resources to meet schedules and goals. Identifies risks and responds accordingly. Regularly works on highly complex issues where analysis of situations or data requires an in-depth evaluation of variable factors. Exercises judgment in selecting methods, techniques and evaluation criteria for obtaining results. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.	Applies professional procurement concepts and organizational objectives to complete complex assignments. Works on assignments where analysis of purchasing options requires an in-depth evaluation of variable factors. Exercises judgment in selecting best methods, techniques and evaluation criteria for obtaining results. May provide guidance to other personnel or supervise professional or clerical staff; may serve as work lead. May serve as subject matter expert or project manager. Typically, the bargaining unit job code should be used for work covered by this title. However, if the position is not covered by the Higher Education Employer-Employee Relations Act (HEERA) due to one of the following reasons—(1) Confidential status, where duties normally require access to confidential information that significantly influences the development of management’s bargaining or grievance positions; (2) employed outside of California at a location with 100 or fewer employees; or (3) Supervisory status, where duties include supervising employees as a regular part of the job—then the position should be listed under the generic title without the “CX” ending.
Key Resp 01	Drafts and executes simple purchase orders. Participates in the development of simple Request for Quotations (RFQs).	Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs) including specifications and terms and conditions.	Drafts and executes purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. Drafts Request for Quotations (RFQs), including specifications and terms and conditions.	Drafts and executes complex purchase orders and contracts, utilizing both custom and standard terms and conditions for materials, supplies, equipment, and services. Drafts complex RFQs (request for quotation) and RFPs (request for proposal), including detailed specifications, terms and conditions, and evaluation criteria.	Drafts and executes complex purchase orders and contracts, utilizing both custom and standard terms and conditions for materials, supplies, equipment, and services; responsible for contracts of critical importance and high complexity. Drafts complex Request for Quotations (RFQs) and Request for Proposals (RFPs), including detailed specifications, terms and conditions, and evaluation criteria.
Key Resp 02	Communicates with suppliers to receive quotes, place orders, and expedite delivery. Makes awards based on lowest cost that meets specifications.	Negotiates with suppliers for lower prices and better terms and helps resolve supplier performance issues.	Negotiates with supplier for lower prices and better terms, develops new supply sources to address supply base inadequacies, as needed, and resolves supplier performance issues.	Negotiates with suppliers for lower prices and better terms, unique terms and conditions as required. Develops new supply sources to address supply base inadequacies, as needed, and resolves supplier performance issues.	Negotiates strongly with suppliers for lower prices and optimal and / or unique terms and conditions as required, takes an active role in development of new supply sources, manages all aspects of supplier performance, and actively manages and administers supplier contracts.
Key Resp 03	Regularly communicates with customers, primarily by phone and email.	Regularly communicates with organization’s customers, reduces risk to the University by ensuring departmental compliance with procurement policy, and works in conjunction with end-users to develop specifications for RFQs.	Regularly communicates with the organization’s customers, reduces risk to the University by ensuring departmental compliance with procurement policy, works in conjunction with end-users to develop specifications for RFQs, assists in implementation of organizational or systemwide agreements, manages demand against agreements, makes recommendations regarding new supply sources; champions use of a diverse supply base, as appropriate.	Regularly communicates and leads meetings with organization’s customers, reduces risk to the University by ensuring departmental compliance with procurement policy, works in conjunction with end-users to develop specifications for RFQs and RFPs, assists in implementation of organization or systemwide agreements, manages demand against agreements, makes recommendations regarding new supply sources, and champions use of a diverse supply base, as appropriate.	Regularly communicates and leads meetings with organization’s customers, reduces risk to the University by ensuring departmental compliance with procurement policy, works in conjunction with end-users to develop specifications for RFQs and RFPs, assists in implementation of organization or systemwide agreements, manages demand against agreements, makes recommendations regarding new supply sources; champions use of a diverse supply base, as appropriate.
Key Resp 04	Performs simple cost analyses.	Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements.	Performs cost analyses and reviews terms and conditions for appropriateness. Makes awards based on cost and specification requirements.	Determines quality and cost effectiveness to select goods and services.	Determines quality and cost effectiveness to select goods and services.
Key Resp 05	Under direct supervision, provides analytical support for simple to moderate purchasing projects.	Under general supervision, provides analysis of moderate purchasing projects.	Provides analysis for complex purchasing projects.	Responsible for providing analysis for highly complex purchasing projects dealing directly with major department managers. Performs complex analysis to determine appropriate source selection. Performs spend analysis for department or organization on assigned vendors or commodities.	Analyzes terms and conditions for appropriateness. Performs most complex analysis to determine appropriate source selection. Performs most complex spend analysis for department or organization on assigned vendors or commodities. Performs most complex cost analysis and volume planning for major commodities across the organization.
Key Resp 06	Participates in professional development and training.	Participates in professional development and training.	Participates in professional development and training.	Participates in professional development and training.	Participates in professional development and training.
Key Resp 07		Interprets and applies basic University policies and procedures.	Interprets and applies University policies and procedures.	Interprets and applies University policies and procedures for complex situations.	Interprets and applies University policies and procedures for unique and complex situations.
Key Resp 08		Develops spreadsheets and other documentation to support analysis.	Develops advanced spreadsheets and other documentation to support analysis.	Assists departments in the determination of product requirements. Analyzes terms and conditions for appropriateness.	Assists departments in the determination of complex product requirements for departmental and procurement staff. Performs complex analyses of terms and conditions for appropriateness.
Key Resp 09		Acquires and maintains a basic technical understanding of commonly purchased products.	Acquires and maintains a basic technical understanding of commonly purchased products.	Acquires and maintains advanced technical understanding of commonly purchased products.	Makes procurement-related recommendations to senior level administrators.
Key Resp 10			Documents interpretations of processes, policies, and procedures for edification of customers and suppliers.	Documents interpretations of processes, policies, and procedures for edification of customers and suppliers. Develops spreadsheets and other documentation to support analysis.	Documents interpretations of processes, policies, and procedures for edification of customers and suppliers. Develops spreadsheets and other documentation to support analysis.
Key Resp 11			Evaluates sole source justifications for appropriateness.	Evaluates advanced sole source justifications for appropriateness.	Evaluates highly complex sole source justifications for appropriateness.
Key Resp 12			Writes sole source justifications and bases for award documents.	Writes complex sole source justifications and bases for award documents.	Writes unique and complex sole source justifications and bases for award documents.
Key Resp 13			May supervise purchasing assistants, lower-level buyers, or other administrative staff.	May supervise purchasing assistants, lower-level buyers, or other administrative staff, including management of staff performance and development, team building and communications, resolution of issues and conflicts, review and approval of work, and hiring and training employees.	Provides guidance and direction to other staff members. May supervise purchasing assistants, lower-level buyers, or other administrative staff, including management of staff performance and development, team building and communications, resolution of issues and conflicts, review and approval of work, and hiring and training employees.
Key Resp 14					Directs, initiates, and designs purchasing studies, summary reports and background materials critical to the organization on proposed University policies that impact the organization’s resources, resource rules and best practices for resources management and administration.
Education	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.	Bachelor’s degree in related area and / or equivalent experience / training.
Certification			Professional certification preferred.	Professional certification preferred.	Professional certification preferred.
Special Condition	Exercises the utmost discretion in managing sensitive information learned in the course of performing job duties. Sensitive information includes, but is not limited to, employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and limits access only to individuals with a legitimate business requirement. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper use of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercises the utmost discretion in managing sensitive information learned in the course of performing job duties. Sensitive information includes, but is not limited to, employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and limits access only to individuals with a legitimate business requirement. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper use of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercises the utmost discretion in managing sensitive information learned in the course of performing job duties. Sensitive information includes, but is not limited to, employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and limits access only to individuals with a legitimate business requirement. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper use of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercises the utmost discretion in managing sensitive information learned in the course of performing job duties. Sensitive information includes, but is not limited to, employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and limits access only to individuals with a legitimate business requirement. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper use of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.	Exercises the utmost discretion in managing sensitive information learned in the course of performing job duties. Sensitive information includes, but is not limited to, employee and student records, health and patient records, financial data, strategic plans, proprietary information, and any other sensitive or non-public information learned during the course and scope of employment. Understands that sensitive information should be shared on a limited basis and limits access only to individuals with a legitimate business requirement. Ensures that sensitive information is properly safeguarded. Follows all organizational policies and laws on data protection and privacy. This includes secure handling of physical and digital records and proper use of IT systems to prevent data leaks. The unauthorized or improper disclosure of confidential work-related information obtained from any source on any work-related matter is a violation of these expectations.
KSA 01	Developing analytical skills necessary to evaluate the cost effectiveness of purchasing options.	Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options.	Analytical skills necessary to evaluate the quality and cost effectiveness of multiple and complex purchasing options.	Full knowledge of the purchasing function.	Thorough knowledge of purchasing function and products and services purchased.
KSA 02	Ability to communicate effectively in writing and verbally.	Ability to communicate effectively in writing and verbally.	Ability to communicate effectively in writing and verbally.	Ability to communicate complex information to others verbally and in writing.	Effective communication skills in order to present complex information in a clear and concise manner both verbally and in writing.
KSA 03	Ability to read and interpret terms and conditions of contracts.	Ability to read and interpret terms and conditions of basic contracts.	Ability to read and interpret terms and conditions of contracts.	Ability to read, interpret, develop, and negotiate terms and conditions of contracts.	Ability to read, interpret, and negotiate terms and conditions of contracts.
KSA 04	Proficiency in the use of standard spreadsheet and word processing software.	Working level of proficiency in the use of standard spreadsheet and word processing software.	Strong level of proficiency in the use of standard spreadsheet and word processing software.	Advanced level of proficiency in the use of standard spreadsheet and word processing software.	Expert level of proficiency in the use of standard spreadsheet and word processing software.
KSA 05		Demonstrates knowledge of the organization’s departments and operations to effectively identify and fulfill their procurement needs.	Proven knowledge of the organization’s departments and operations to effectively identify and fulfill their procurement needs.	Knowledge of UC procurement policies, the organization’s departments and operations and Federal Acquisition Regulations.	Advanced technical understanding of commonly purchased products acquired and maintained.
KSA 06		Understands ERP / financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.).	Strong skills in the use of ERP / financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.).	Advanced skills in the use of ERP / financial systems (such as Oracle, PeopleSoft, SAP, etc.).	Expert skills in the use of ERP / financial systems (such as Oracle, PeopleSoft, SAP, etc.).
KSA 07				Ability to perform cost analysis and planning for major commodities.	Advanced analytical skills to evaluate and recommend effective purchasing alternatives that have a meaningful impact on the organization.
KSA 08				Strong negotiating skills.	Advanced negotiation skills.
KSA 09					Ability to provide direction to other members of the purchasing function.
Environment	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.	Campus, medical center or other university setting and various external venues.