Spend Management/Purchasing Analyst

3 weeks ago

Fairview Heights, United States Hoyleton Youth and Family Services Full time
POSITION SUMMARY

Under the supervision of the Contract Billing and Purchasing Manager, the Spend Management/Purchasing Analyst will be primarily responsible for all compliance and regulations associated with procurement, including Concur subject matter expertise, metrics & analysis. In this role, the Procurement Analyst will help with Executive reports, Capital Projects, Strategic Project Plans/Trackers, RFP's & any tasks assigned relative to procurement. Serve as a link between the agency and its vendors. Improve efficiency through cost reduction, steady pricing, and payment issuance, and uninterrupted flow of goods and materials. Additionally, help to assist the agency in securing a competitive advantage through its supply chain. Analyzing procurement data, conducting spend analysis, and preparing reports.

Specifically, the primary objective for this role is to utilize expert knowledge and best practices to deliver solutions aligned with HYFS mission, core values and culture.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
  • Strategic Spend and Vendor Management: Maximize value and minimize risk through effective management of organizational spend, including negotiating contracts, terms, and deadlines with vendors and suppliers. Lead the creation of RFQs, oversee competitive bidding cycles, and manage the procurement process from budgeting and implementation to reconciliation.
  • Procurement Process Optimization: Document, track, and analyze procurement metrics, including spend compliance and supplier performance. Generate reports, evaluate current spending trends and purchase histories, and identify opportunities for process improvements. Develop and implement purchasing policies, procedures, and contract management instructions.
  • Stakeholder Coordination and Reporting: Coordinate with internal and external stakeholders to build necessary reports and metrics. Manage day-to-day purchase card program metrics and spend metrics via SAP Concur and provide integration support for Microsoft Dynamics Great Plains and SAP Concur within the Procurement Module.
  • System Design and Consensus Building: Offer design and integration support for procurement systems, ensuring trust and consensus around business processes related to Spend Management and Purchasing. Forecast future demand for goods and services to inform procurement planning.
  • Operational and Team Leadership: Finalize purchase details, approve purchase requests and orders, and direct activities of personnel involved in procurement, distribution, and supply chain management. Locate and assess vendors for materials, equipment, or supplies, and manage the entire requisition process, maintaining records of goods ordered and received.
SKILLS and ABILITIES
  • Must demonstrate a commitment and aptitude for timely delivery on all time-sensitive requests and reporting.
  • Must be able to perform analytical thinking and analysis, and work with a great attention to detail and accuracy.
  • Must have the effective skills needed to communicate, verbal and written, with management and coworkers at all levels of the agency.
  • Must be able to be highly productive, accountable, and dependable and have the ability to work as part of a team.
  • Must possess a customer service attitude, and display a professional and ethical manner at all times.
  • Must be acceptable and willing to embrace change and improvement of oneself, as well as for the Financial Operations Department.
  • Must seek and attend appropriate training sessions as it relates to governance and execution of Federal and Illinois-funded programs, no less than annually.
  • Demonstrate leadership qualities.
EDUCATION AND/OR EXPERIENCE
  • Must possess a Minimum Associate's Degree: Bachelor's Degree *preferred with emphasis in Finance, or Business Management.
  • Previous or current Supply chain, logistics, and purchasing experience *preferred.
  • Experience with SAP Concur or a similar spend management platform.
  • At least 3 years of related experience in an analytical/systems role.
  • Indirect or direct spend purchasing experience preferred
  • Analytical with Strong MS Excel knowledge & skills.
  • Self-directed & detail oriented.
  • Proven ability to implement procurement processes & coordinate across multiple sites, that deliver measurable product & service cost savings.
  • Knowledge of ERP / Office Suite Systems / Expertise in Excel & PowerPoint.
  • Demonstrates excellent written & verbal communication & presentation skills.
  • Ability to exercise good judgment, courtesy, and tact in dealing with the public and other employees, in giving and obtaining information, and in making proper disposition of problems as they may arise.
REQUIREMENTS
  • Must be at least 21 years of age.
  • Must possess and maintain a valid driver's license.
  • Must possess and maintain proof of vehicle insurance.


CARE & TCI

One of the essential job functions of any position within the agency is to align your performance with our overarching philosophy of CARE. All decisions, actions, communication, and performance should align with the six CARE principles (Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed). Not only must you complete the CARE training with satisfactory participation, but you must then put that training into practice in your everyday work.

Every employee must also pass TCI training with a satisfactory grade in written and/or physical testing. All employees must remain current on refresher training that is provided monthly at all locations. You will be tested every 6 months on the physical portion, if applicable to your position. You will be tested annually on the written portion regardless of your position. If you are not current on your TCI refresher training every six months, you will be required to retake the full course. If you do not pass either test, you may be required to retake the full course. Not only must you complete the TCI training with satisfactory participation, but you must then put that training into practice in your everyday work.

EQUIPMENT USED

Computer, Copy Machine, Calculator, Smart Phone, Fax Machine and Telephone

WORKING CONDITIONS

Frequency Options: Occasional: 0 - 15% of time; Frequent: 16 - 50% of time; Constant: Over 51% of time

Occasional - Exposure to noise, Exposure to heights, Exposure to temperatures above 80 degrees, Exposure to chemicals, Exposure to hazards, Exposure to dust, Carrying approximately 10 feet, Pushing approximately 5 pounds, Lifting approximately 5 pounds, Climbing approximately 15 - 20 steps, Bending, Squatting, Kneeling and Physical Restraints.

Frequent - Walking approximately 100 feet and Standing

Constant - Working alone or independently

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