Procurement Analyst

Job Description:

Procurement Analyst

Description

Job Description

Office of Finance

Annual Salary Range: $92,960 - $123,943

FLSA Exempt / Union Represented

This position allows for up to four days of remote work per week.

About the Office

The Office of Finance (Finance) oversees accounts payable, accounts receivable, billing, collection, payroll, fixed assets, treasury, and the general ledger in accordance with the State Bar's financial policies. Finance is also responsible for ongoing financial planning, preparing financial statements and analysis, and works with the Leadership Team and the Finance Committee to create and monitor the State Bar's annual budget.

About the Position

Under general direction, performs professional duties related to the procurement of a variety of supplies, materials, equipment, and services. The incumbent will administer sourcing efforts in an efficient, cost-effective manner and in compliance with applicable policies and regulations. The position involves extensive interaction with internal departments and external vendors to assess needs, set priorities, and explain the laws, policies, and procedures that govern the procurement process. Key responsibilities include the development and preparation of sourcing and contract documents, conducting pre-bid conferences, performing price analyses, and overseeing contract administration. The Financial Analyst will also contribute to special projects and other related duties as assigned.

• Evaluates and analyzes sourcing options to determine the most effective procurement strategy.
• Researches and identifies potential sources for materials, supplies, equipment, and services.
• Plans, organizes, reviews, and processes procurement documents and contracts under general direction, including requests for proposals, requests for qualifications, formal bids, sole-source procurements, and other competitive and non-competitive solicitations.
• Enhances supplier relationships and works to improve supplier performance.
• Maintains comprehensive contract files, ensuring all relevant documents are up-to-date and include all necessary auditable records.
• Advises clients and consults with the Office of General Counsel on contract terms, legal considerations, and other related issues.

Definition

Under general direction, performs professional accounting and budgeting activities in accordance with generally accepted accounting principles and procedures including reviewing, analyzing, examining and maintaining accounting records and preparation of financial reports and special reports, developing, monitoring and reporting on budgets; functional areas of responsibility may include grants, accounts payable, accounts receivable, payroll, and budget; assignments may include the compilation, review, monitoring and reporting on department specific budgets; analyzing and approving financial transactions; preparing a variety of financial reports; and performing other related duties as assigned.

Distinguishing Characteristics

This is the journey-level classification in the Financial Analyst classification series. This classification is distinguished from the lower classification of Fiscal Services Specialist in that Financial Analysts are assigned more complex duties requiring specialized knowledge, abilities, skills, and experience and often exercise independent judgment in the performance of their duties. Financial Analysts may train and provide technical guidance to lower-level staff. This classification is distinguished from the Senior Financial Analyst in that positions in the senior level are assigned responsibility for leading and directing the staff, operations and activities of a fiscal section.

Examples of Essential Duties

Duties may include, but are not limited to the following:

• Performs a variety of complex accounting duties Develops and monitors program, office, department, and capital improvement budgets.
• Evaluates accounting and fiscal control systems, policies, problems and procedures and prepares reports recommending changes and/or alternatives to procedures.
• Reviews, evaluates and monitors all fiscal reporting and budgeting by grant recipients, financial institutions, and others.
• Provides complex fiscal support by guiding management and staff in the proper usage and posting of account transactions and general accounting issues; ensures management has detailed financial budget information and reports; recommends policy changes to conform to mandated accounting principles.
• Maintains and reviews budgetary controls and approves the acquisition of capital assets ensuring they are budgeted; analyzes budget variances, projection reports, budget lineitem expenses, balance sheet accounts (including cash accounts) and reporting discrepancies between actual and subsidiary ledgers, and makes recommended changes in cost allocation formulas.
• Plans and manages the monthly and yearly closing of State Bar books and ensures the time production and distribution of financial reports to management and all offices.
• Reviews and analyzes a variety of accounting and bank records and fiscal activities to ensure accuracy and compliance with accounting/program/legal requirements; advises, enforces and guides other accounting and non-accounting staff of accounting methods and procedures and ensures that they are processing and recording financial transactions in accordance with generally accepted accounting principles and procedures and the State Bar fiscal policies and procedures.
• Prepares and distributes financial statements and reports and prepares special financial reports and analysis.
• Analyzes and reconciles the 457 Employees Deferred Compensation Plan, establishing monthly and year-to-date percentage earning and coordinates the resolution of problems with the outside consulting firm.
• Coordinates and manages activities related to independent financial and performance audits.
• Performs other similar or related duties which may not be specifically included within this position description but which are consistent with the general level of the job and the responsibilities described.

Employment Standards

Knowledge of:

• Operations, services and processes with the State Bar including accounts payable, accounts receivable, payroll, budget, financial reporting and related fiscal areas.
• Principles of budgeting, financial planning and management.
• Manual and computerized accounting and financial recordkeeping systems.
• Accounting, budget and financial control principles, procedures and practices.
• Report preparation techniques.
• Problem identification and analyses of accounting and fiscal controls, systems and practices.
• Modern office procedures, methods and equipment including computers and software applications relevant to the work.
• Methods and techniques of compiling and summarizing fiscal data.
• Principles and practices of customer service.

Ability to:

• Perform professional accounting duties in assigned areas of responsibility.
• Develop proposed budgets based on an understanding of operational needs and available funding.
• Understand and use the State Bar's specialized financial operations, processes and software applications.
• Apply specialized accounting rules within functional areas of responsibility.
• Analyze, interpret and reconcile fiscal documents.
• Prioritize and work under deadlines.
• Serve as a resource to assigned staff.
• Perform complex accounting and financial functions; verify, reconcile and balance financial transactions.
• Prepare a variety of fiscal reports in assigned areas of responsibility.
• Maintain financial records and files.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective interpersonal relationships with those contacted in the course of work.
• Maintain the confidentiality of information.

Minimum Qualifications

Education:

• Bachelor's degree in accounting or a field that develops skills related to essential duties, or equivalent academic achievement.

Experience:

• Minimum two (2) years' experience of financial analysis and/or government/public sector accounting and/or budgeting experience.

License, Certificate, Registration Requirements:

• None required.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

About the State Bar

The State Bar of California's mission is to protect the public and includes the primary functions of licensing, regulation, and discipline of attorneys; the advancement of the ethical and competent practice of law; and support of efforts for greater access to, and inclusion in, the legal system.

Our Values

Clarity | Investing in Our People | Excellence | Respect | Growth Mindset

Learn more about our values.

DEI Statement

We are a diverse, equitable, and inclusive workplace where all of our employees and prospective employees experience fairness, dignity, and respect.

Learn more about our commitment to DEI.