Procurement Analyst I - San Bernardino County Transportation Authority (SBCTA) : Job Details

Salary : $61,848.00 - $92,772.00 AnnuallyLocation : San Bernardino, CAJob Type: Full TimeRemote Employment: Flexible/HybridJob Number: 2025-00014Department: FinanceDivision: ProcurementOpening Date: 01/16/2025Closing Date: 2/28/2025 11:59 PM Pacific ABOUT THE JOBOPEN UNTIL FILLED Led by a Board of Directors made up of elected officials from each of the 24 cities and towns and the five county supervisorial districts, San Bernardino County Transportation Authority (SBCTA) staff is focused primarily on freeway, interchange, and transit enhancements to the region that first and foremost benefit the taxpayer of San Bernardino County. Coupling that effort with various non-transportation related objectives from the Council of Governments role of the agency brings the mission of providing quality of life improvements to the residents, business operators, and commuters of our region to the forefront.For more than four decades, SBCTA (previously known as SANBAG) has taken pride in delivering on its commitment to the voters through the implementation of Measure I. This half-cent sales tax that generates transportation dollars that are from the region and for the region is a critical element in the agency's goal to keep people and goods moving effectively. SBCTA calls the historic San Bernardino Santa Fe Depot home. Our headquarters not only positions the agency in the heart of the county, but is symbolic of our longstanding commitment to transportation. Under general supervision, performs a variety of procurement and contract administration duties in support of SBCTA departments; coordinates and monitors proposal, bid, negotiation, and contract processes; ensures compliance with legal and mandated rules and regulations and SBCTA policies and procedures; and performs related duties as assigned.SUPERVISION RECEIVED AND EXERCISEDReceives general supervision from the Procurement Manager and Chief Financial Officer. Exercises no supervision of staff. Class CharacteristicsThis is the entry-level classification in the Procurement Analyst series. Initially under close supervision, incumbents learn and perform routine purchasing duties while learning SBCTA procurement and contract administration policies and procedures. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise. EXAMPLES OF TYPICAL JOB FUNCTIONS

• Coordinates and performs professional-level administrative and programmatic work in procurement and contract administration.
• Assists in monitoring contract insurance compliance; receives, reviews, and processes insurance verifications for contract compliance; submits insurance verifications to risk management to obtain confirmation of compliance.
• Maintains original contract and procurement documents in central location.
• Researches and develops detailed product and/or service specifications and establishes contract terms; confers with department staff to resolve questions regarding intent and expected use of goods and services, specification definitions, and scope of work statements.
• Develops bid invitations and solicitations, formal and informal bids, and requests for qualifications/quotes/proposals while ensuring legal and contractual provisions are included to protect SBCTA's interests; assists in scheduling advertisements, announcements, and conference rooms for RFPs and IFBs; assists in preparing, reviewing, and formatting addendums to IFBs and RFPs.
• Analyzes cost/price elements in contractor proposals, bids, amendments or change orders.
• Assists in managing the evaluation of RFPs, RFQs, and IFBs, proposals, and quotations; conducts cost and price analysis; chairs evaluation committee meetings and vendor interviews; acts as advisor regarding consultant/contractor selection and award recommendations.
• Drafts contracts ensuring legal requirements are incorporated and enforced; coordinates review of contract documents with legal counsel; maintains related files.
• Ensures that procurements follow all guidelines and regulations to secure and/or retain state and federal funding.
• Ensures contractor compliance with provisions, including the maintenance of required insurance; develops, implements, and maintains an insurance tracking system and ensure that all insurance certificates are in compliance with current contract requirements; develops contract amendments and extensions as needed; monitors contractor performance and takes or recommends necessary remedial action to enforce compliance with provisions; researches and resolves discrepancies.
• Assists in creating various procurement documents and board agenda items.
• Attends/leads various meetings, including pre-bid and post-bid debriefings.
• Assists in various activities and work from the beginning of the procurement process through final close-out.
• Helps to maintain/update within the agency's financial accounting system including the purchasing and contracting management modules.
• Provides guidance and assistance to SBCTA staff regarding capabilities of the financial accounting system's purchasing and contracts modules; enters, updates, and maintains contract data and reporting related to procurements in the purchasing and contracts modules.
• Assists with the maintenance/upkeep of the procurement document management system.
• Serves as a liaison to employees, the public, private organizations, government agencies, community groups, and other organizations; provides information and assistance regarding procurement programs and services; receives and responds to complaints and questions relating to assigned area of responsibility; reviews problems and recommends corrective actions.
• Conducts a variety of analytical and operational studies regarding departmental and procurement activities, including financial, budget, regulatory, operational, or administrative issues or questions; evaluates alternatives, makes recommendations, and assists with the implementation of procedural, administrative, and/or operational changes after approval; prepares comprehensive technical records and reports, identifies alternatives, and makes and justifies recommendations.
• Maintains accurate records and files; develops storage of records and retention schedules.
• Assists with analyzing and applying for various awards such as the Excellence in Procurement (AEP).
• Performs other related duties as assigned.

QUALIFICATIONSKnowledge of:

• Modern principles, practices, and methods of government procurement and contracting, including competitive bid processes and requirements and contract preparation, execution, and administration.
• Principles of supply chain management.
• Methods and techniques of researching and procuring goods, materials, and services.
• Techniques for collecting, interpreting, analyzing, and reporting data and information.
• Business letter writing and the standard format for reports and correspondence.
• Record keeping and filing system methods, principles, and practices.
• Business arithmetic and statistical methods.
• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.
• Techniques for providing a high level of customer service, by effectively working with the public, vendors, contractors, and SBCTA staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Understand SBCTA operations and effectively source and procure a diverse range of goods and services in support of SBCTA staff, programs, and projects.
• Coordinate and participate in the solicitation, evaluation, and award of bids.
• Review, interpret, and enforce contracts and amendments to minimize agency risk.
• Research and utilize data and information to achieve cost effective results.
• Prepare, process, and maintain various contracts, specifications, service agreements, forms, reports, and related documents for review, approval, tracking, and/or recordation.
• Conduct research and analyze, interpret, summarize, and present administrative and technical information, data, and recommendations in an effective manner.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Perform accurate mathematical and statistical calculations.
• Interpret, apply, explain, and ensure compliance with applicable federal, state, and local policies, procedures, laws, and regulations.
• Effectively represent SBCTA in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Use tact, initiative, and judgment within general policy and procedural guidelines and legal requirements.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Education and Experience:Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:Equivalent to an associate degree from an accredited college with coursework in finance, accounting, business or public administration, or a closely related field; and one (1) year of procurement and/or contract administration experience.Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment.

Physical DemandsMust possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various SBCTA meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. Environmental ElementsThe employee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. The employee interfaces with staff, management, other departmental representatives, transportation and government officials, business representatives, and the general public in explaining SBCTA policies and requesting and providing information. Benefits & RetirementThe following is a listing of some of the benefits that are offered to regular full-time and part-time employees.Holidays: There are 13 (eight-hour) paid holidays granted to all regular employees.Vacation Leave: Starts at 10 days per year and increases based on years of service. There is potential vacation credit for prior public service employment.Sick Leave: Regular employees accrue 96 hours of sick leave per year.Administrative Leave: Regular full-time exempt employees accrue 40 hours of administrative leave per year.Employee Leave Sharing Program: SBCTA offers an employee leave sharing program to assist with income protection for full-time regular employees when an employee must be absent from work due to catastrophic medical hardship to the employee. SBCTA employees may voluntarily donate sick leave hours to a qualified employee.FMLA: In compliance with the 1993 Family and Medical Leave Act, SBCTA provides employees up to 12 weeks of unpaid, job-protected leave in a calendar year for eligible family and medical conditions.Civil Leave: Any regular employee who is summoned for jury duty or is subpoenaed in an official capacity during a regularly scheduled work day will be given paid time off.Military Leave: Any regular employee who is a member of the National Guard or the Reserves will receive a maximum of 30 (eight-hour) paid days per calendar year.Medical and Dental Coverage: Six medical insurance plans (effective 7/30/22) and two dental insurance plans are available to cover regular full-time and regular part-time employees and any eligible dependents they wish to cover. Coverage is effective the day after the end of the first pay period.Flexible Benefit Plans: To assist employees with the cost of insurance premiums, a fund of $8,473 is allocated for each employee at the beginning of the fiscal year for health, dental, and supplemental life insurance. An additional $9,057.14 is available as a Medical Premium Subsidy for employees who elect health and dental coverage through the various SBCTA medical and dental plan options.Vision Coverage: Vision care provided for employees and eligible dependents at no cost to the employee.Life Insurance: Life insurance is provided to regular employees in the event of death. The basic benefit is $50,000 provided by SBCTA and is at no cost to the employee.Flexible Spending Accounts: Regular employees have the option to participate in the Flexible Spending Account. This program allows employees to increase their take home pay by using pre-tax dollars to pay copays and other out-of-pocket expenses. This program also allows employees to increase their tax savings by making pre-tax deposits to a Dependent Care Spending Account to pay for work-related dependent care expenses.Retirement: All regular full-time and part-time participate in the San Bernardino County Employees' Retirement Association (SBCERA). As defined by the California Public Employees' Pension Reform Act (PEPRA):

• Tier 1 Members' retirement benefit formula is 2% @55 with a 7.2% employee member required contribution.
• New Tier 2 Members' retirement benefit formula is 2.5% @67 with a 8.61% employee member required contribution (FY 24/25).

Retirement Medical Trust Fund: Employees with 10 or more years of service who retire or separate from SBCTA participate in this plan which assists eligible employees with the cost of medical and dental expenses upon retirement.Deferred Compensation: Participation in a Deferred Compensation program through SBCTA is available on a voluntary basis. Deferred Compensation provides pre-tax savings to employees who participate through automatic payroll deductions. The program assists in saving additional monies for retirement. You pre-tax dollar investment(s) grow each payday while interest accumulates.

• Senior Management and Administrative/Professional Employees: Employer contributes $3 to match each $1 contribution made by employees to their 457(b) plan, up to a maximum combined total of 10 % of the employee's annual salary not to exceed the dollar limitation contained in IRS Code Section 402(g) in effect at the beginning of such taxable year.
• Support Employees: Employer contributes $1 to match each $1 contribution made by employees up to a maximum combined total of 10 % of the employee's annual salary not to exceed the dollar limitation contained in IRS Code Section 402(g) in effect at the beginning of such taxable year.

Short Term Disability: After a 7 day waiting period, Short Term Disability (STD) replaces 55 percent of lost income up to a weekly maximum of $1,442 for a total of 26 weeks due to lengthy absences caused by non-occupational medical conditions that prevent the employee from performing his/her job duties. This benefit may be integrated with the employee's available leave accruals.Long Term Disability: When an employee cannot work for a prolonged time because of serious injury or illness, Long Term Disability Insurance (LTD) can supplement 60 percent of an employee's salary while he/she is unable to work due to the disability. Regular full-time and part-time employees must be unable to work for 6 months before being eligible to draw LTD.Employee Assistance Program: A confidential counseling and referral program for employees and family members which provides unlimited phone access to legal, financial and work-life services and up to six free counseling sessions per problem per year for crisis counseling and work/life resources.Employee Alternative Transportation Incentive Program: SBCTA will reimburse eligible employees for the cost of using transit, rail, and/or vanpool rides to work, not to exceed the amount established by the IRS. The SBCTA office is located just steps away from the San Bernardino Santa Fe Depot Metrolink Station.Other Exciting Benefits:

• 9/80 Alternative Work Schedule
• Telework options for most positions
• Employee health and wellness program, Wellness Works Here
• Tuition reimbursement program

Social Security: SBCTA does not pay into Social Security.01 The following supplemental questions may be used as an evaluation of your knowledge, skills and experience. Please be sure that the information you provide corresponds to the information you have provided on your application/resume. By completing this supplemental evaluation you are attesting that the information you have provided is accurate. Any misstatements or falsification of information may eliminate you from consideration. See resume is not an acceptable answer to questions. Do you understand this statement?

• Yes
• No

02 Please describe your experience with RFPs, RFQs, IFBs and other solicitation methods to procure goods and services? 03 Please list any other skills and/or experience you may have that make you an ideal candidate for this position. Required Question