Procurement Analyst

PROCUREMENT ANL 2 (007740)

UCPath Position ID: MI-DPT340500-JC007740-PD168657

Position Description History/Status

For Reference ONLY - PeopleAdmin JA Number:

601030

Approved Date:

7/25/2024 1:50:11 PM

Date Last Edited:

7/25/2024 1:50:08 PM

Last Action Effective Date:

11/2/2023

Organization Details

Business Unit (Location):

LACMP

Organization Code:

5000O

Organization:

ADMINISTRATIVE VICE CHANCELLOR         

Division Code:

5901D

Division:

ADMINISTRATION                         

Department:

340500 - BUSINESS/FACILITIES

Position Details

UCPath Position Number:

MI-DPT340500-JC007740-PD168657

Position Description ID

168657

UC Payroll Title:

PROCUREMENT ANL 2 (007740)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 19

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

2 - Staff: Career

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40051955

Reports to Payroll Title:

PROCUREMENT SUPV 2 GF

UCPath Department Head Position Number:

40065620

Department Head Payroll Title:

FINANCIAL ANL MGR 2

SUPERVISION - Indicates that the incumbent performs a variety of routine duties within established policies and procedures or by referral to the supervisor’s guidelines.

POSITION SUMMARY

Under the direction of the Purchasing, Contracting & Materiel (PCM) Manager, Materiel Management provide business and support services to the Facilities Division (1000+ employees) and other Administration departments that include 50+ cost centers whose function complexity covers HVAC, chemicals, technology, personnel services, landscaping and grounds, electrical, plumbing, custodial, carpentry, painting, roofing, sheet metal, masonry, elevators, signage and hardware & locks. Major duties include procurement, inventory management, projects, and clerical tasks.  Materiel Management places almost 17,000 orders per fiscal year with a value in excess of $14 million and processes approximately $12 million against Construction Work Order Contracts. Uses professional purchasing skills and concepts to complete purchasing assignments of moderate complexity requiring the analysis and review of multiple procurement options. 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.

Facilities Management (FM) logistics, the Materiel Management department, consists of warehousing inventory and storage management which includes maintenance, repair and operations inventory, stores to facilitate FM operations (skilled crafts, engineers, project managers, other campus departments, etc.), supply chain management, procurement and purchasing, contracting and strategic sourcing. The department has two components:  Warehouse and Stores and Procurement and Purchasing. Materiel Management provides business and support services to the FM Division (1000+ employees, 50+ cost centers whose function complexity covers HVAC, chemicals, technology, personnel services, landscaping and grounds, electrical, plumbing, custodial, carpentry, painting, roofing, sheet metal, masonry, elevators, signage and, hardware and locks) and other Administration departments. Materiel Management-Procurement is the only department on campus with a delegation of $25 thousand per order; other campus departments are limited to $2,500. Due to this high delegation Materiel Management is available for purchase orders for the campus during emergencies and breaks facilitated through the Facilities Management 24/7/365 Trouble Call Center. Procurement operates with a 24-hour turnaround for all normal orders, processing 65 orders per day, spending $25 million annually with 30% of all requests processed as emergency/rush orders.

PROCUREMENT 1A

Materiel Management’s procurement function operates with a 24-hour turnaround for all normal orders, processing 65 orders per day, spending $25 million annually with 30% of all requests processed as emergency/rush orders:  1. Within established UC/UCLA and departmental guidelines, economically place, process and expedite purchase orders (blanket orders, service and University agreements, capital equipment, LVO's, etc.) in several computer management systems (BruinBuy Plus, and MAXIMO). (E) 2. Run reports and perform extensive navigation through several software applications. (E) 3. Exercise independent judgment and decision making on a daily basis; evaluate and balance price, delivery, and quality concerns to best meet client's needs. (E) 

65%

PROCUREMENT 1B

4. Investigate and resolve order related problems with vendors, and internal Facilities Management (FM) and Administration units. (E) 5. Assure changes are reflected in FM procurement systems. (E) 6. Continually revise priorities as Emergency/Rush requisitions arrive. (E) 7. Evaluate and recommend revisions to FM procurement policies and procedures. (E) 8. Evaluate and recommend revisions to new software programs for FM, as requested. (E)   9. Be the liaison between FM and some Administration units and the University Purchasing Dept. as well as sales representatives. (E) 10. Identify and recommend product standardization opportunities and or cost-effective alternatives. (E)

10%

PROCUREMENT 1C

11. Provide MAXIMO and BruinBuy Plus assistance to FM departments. (E) 12. Inform manager and supervisor of supplier/market conditions that may affect the availability and or price of goods and services. (E)

10%

INVENTORY

1. Ability to audit at location, identify/cost craft and or materials for year-end supply inventory. (E) 2. Assist with annual EQ920 physical inventory of equipment. (E) 3. As needed, provide warehouse and equipment inventory support. (E) 4. As needed, perform central warehouse material handling and customer service functions of stock issues, returns, restocking, cycle counting, variance reconciliation, etc. (E)

5%

CLERICAL

1. Accurately enter in the MAXIMO System requisitions and LVO's within 24 hour turnaround period. (E)  2. Accurately maintain Product Reference resources. (E) 3. Maintain departmental files; create new files as needed. (E) 4. Receive and direct telephone calls, render assistance when applicable. (E) 5. Type Materiel Manager's correspondence and reports as requested. (E) 6. Maintain supply of needed forms and office supplies. (E)

5%

SPECIAL ASSIGNMENTS

1. Work with both internal and external auditors by providing requested data and answering questions. (E) 2. Investigate monthly budget variances of individual expenditures to insure they were accurately charged and authorized. (E) 3. Train and direct temporary employees to handle short-term overloads. (E) 4. Provide support during various departmental personnel absences. (E)

5%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent experience / training

Required

1. Knowledge of and skills necessary for effective value-added purchasing, including need analysis, selection of item(s), proposal analysis, negotiation, substitutions, vendor selection, local vendor market, etc.

Required

2. Superior organizational ability to work efficiently and bring closure to projects when faced with changing deadlines and frequent interruptions or distractions in a high volume, high visibility department with minimum direction.

Required

3. Ability to organize/prioritize tasks, exercise discretion in prioritizing and responding to requests or tasks while working independently and following through with minimal direction in a non-smoking environment.

Required

4. Exceptional problem solving and communication skills along with a high degree of persistency to investigate and resolve order related problems with vendors, and internal Facilities Management and Administration units. Assure these changes are reflected in MAXIMO and BruinBuy Plus.

Required

5. Mathematical skills required to accurately add, subtract, multiply and divide whole numbers, fractions, and decimals. Ability to perform mathematical operations involving weight, measures, and percentages.

Required

6. Strong customer service and interpersonal skills to effectively communicate and maintain cooperative working relationships with requester, vendor, Administration and University staff - a diverse body of skilled and un-skilled personnel as well as professional and clerical management.

Required

7. Extensive use of telephone, calculator, typewriter, and computer requiring knowledge of telephone etiquette, voice mail, and manual dexterity. Ability to perform effectively under conditions of fluctuating workload,

Required

8. Knowledge of English grammar, spelling, punctuation as utilized in typing various types of business correspondence, such as: reports, letters, purchase requisitions, purchase orders, and LVOs.

Required

9. Working knowledge of accounting/procurement principles and practices as they apply to accounts payable, purchasing, receiving and inventory control of MRO parts and supplies. Working knowledge of UC/UCLA accounting/procurement principles and practices.

Preferred

10. Working level of proficiency in standard spreadsheet and word processing software. Knowledge of data input systems and the Internet. Understanding of software applications/system relationships/linkages to run reports, perform extensive navigation, analyze, identify and resolve related issues.

Preferred

11. Working knowledge of computerized maintenance management systems (MAXIMO) and bar coding system (hardware and software). General mechanical aptitude as it relates to MRO parts and supplies.

Preferred

12. Working knowledge of multi-shift storeroom operations incorporating satellite storage areas (including establishment and consolidation of satellite storage areas, categorization of parts and computerization of this information). Working knowledge of standard safe work practices.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

Driving Record: The position is subject to the California DMV "Pull Notice System" and continued employment is contingent upon proof of a satisfactory driving record.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Campus

Location:

731 Charles E. Young Dr. South, Ground Level

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

Other Mental Requirements

If "Mental demands other" was selected above, please explain:

Normal field related stress.

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.