State of California Department of Insurance ESSENTIAL ...

State of California ESSENTIAL FUNCTIONS DUTY STATEMENT HRM-025

Classification Title Staff Services Analyst (General)

Working Title Procurement Analyst

Position Number (13 Digit) 413-193-5157-001

Employee Name

Department of Insurance

Branch/Division/Bureau ALSB/FMD/Business Management Bureau Office/Unit/Section/Geographic Location Procurement Unit/Sacramento, California Conflict of Interest Position NO YES Effective Date

BASIC FUNCTION:

Under general supervision of the Staff Services Manager I, the Staff Services Analyst (SSA), will perform less complex analytical work of average difficulty. The incumbent develops and prepares acquisition documents in FI$Cal system for non-IT goods and services in compliance with State Contracting Manual and Public Contract Code. Assists with compiling and analyzing annual contracting reports; assists with negotiating problem resolutions among vendors, users and other State agencies as necessary. Analyzes data accurately to develop and adopt effective course of action and alternatives; reasons logically to make sound decisions and recommendations as it relates to the procurement activities; reviews specifications and determines whether the services/equipment offered, is in compliance with codes and regulations; purchases various types of equipment, services, and supplies effectively and economically; assists in compiling data to prepare various documents and reports. Participates in special projects and work groups as assigned. The SSA is expected to provide above standard levels of customer service to both internal and external customers.

Occasional travel may be required within or outside the state of California via private or public transportation (i.e., automobile, airplane, etc.)

This position is designated under the Conflict of Interest Code. The position is responsible for making or participating in the making of governmental decisions that may potentially havea material effect on personal financial interests. The appointee is required to complete Form700 within 30 days of appointment. Failure to comply with the Conflict of Interest Code requirements may void the appointment.

1 (Revised 11/2021)

State of California ESSENTIAL FUNCTIONS DUTY STATEMENT HRM-025

ESSENTIAL FUNCTIONS

Department of Insurance

45%

Assists with assessing, analyzing, and reviewing Non-IT Procurement Requisitions, various Procurement Authorization Requests and initiations. Will develop, prepare, process, and distribute the less complex procurement forms/documents in FI$Cal system, including but not limited to Purchase Orders, Purchase Estimates, Standard Agreements, Service/Rental Authorizations, and Statement of Work (SOW). With the help of senior staff and management, advises program staff in the development of specifications and SOW documents. Assess and ensures CDI SOW documents are compliant with all current State contracting policies, procedures, and Government & Public Contract Codes. Reviews and develops justification statements to support or deny restrictive bidding requests. Assists with the Development and preparation of competitive (formal and informal) solicitation documents including Invitation for Bid (IFB), Request for Proposal (RFP), and Request for Quotation (RFQ) and Request for Offer (RFO). Assists with developing and preparing evaluation and selection reports. Participates in interviews with vendors and agents regarding products and services. Analyzes orders and arranges for adjustment on wrong, damaged, or substandard items. Maintains procurement documentation to assure credibility for audit purposes. Monitors vendor performance and reports to management any inconsistencies/discrepancies ensuring compliance with state, federal, and control agency regulations. Maintains record of providers for the purchase of specific commodities and services and advise or provide recommendations to department requestors.

20%

Assists with assessing and analyzing monthly CAL-Card billing statements and cardholder monthly statements in FI$Cal system to ensure compliance with rules, guidelines, and memorandum of understanding (MOU) agreements to ensure department cardholders are making appropriate purchases and proper documentation is received. Individually develops and sends corrective notices to cardholders including requesting any necessary documentation. Assists with reconciling Cal-Cardstatements in FI$Cal system for payment processing. Participates in annual training for department staff approved to be a Cal-Card cardholder on the proper use and processes required to maintain a cardholder account prior to card issuance.

20%

As part of a team, develops, implements, and maintains the Department's "Buy Recycled" program to ensure Departmental compliance with State law requiring State agencies to purchase recycled-content products (RCP). Consults with requestors to determine product needs, analyzes, and advises or makes recommendations on substituting RCP for program non-compliant items. Ensures accuracy of RCP data entered into FI$Cal system to maintain compliance with the required SABRC Annual Report. Provides management with status updates, recommendations to increase participation, or reports of changes in program requirements of the Department's SABRC compliance.

10%

Performs special research, feasibility studies, and a variety of analytical assignments relative to administrative or business services areas; formulates procedures, policies, alternatives, and advises management on potential impact; analyzes and develops programs for effective procurement utilization.

2 (Revised 11/2021)

State of California ESSENTIAL FUNCTIONS DUTY STATEMENT HRM-025

Department of Insurance

MARGINAL FUNCTIONS

5% Performs other job-related duties as required. Assist business services staff in day-today activities such as responding to questions and problems May act as back-up to technical business services staff in case of absences or workload demands.

WORK ENVIRONMENT OR PHYSICAL ABILITIES

? Must be able to work in in a high-rise office building. ? Telework is available

I have read and understand the duties listed above and I can perform these duties with or without reasonable accommodation. (If you believe reasonable accommodation is necessary, discuss your concerns with the hiring supervisor. If unsure of a need for reasonable accommodation, inform the hiring supervisor, who will discuss your concerns withthe Health & Safety Analyst.)

Employee Signature

Date

Printed Name

I have discussed the duties of this position with and have provided a copy of this duty statement to the employee named above.

Supervisor Signature Printed Name

Date

3 (Revised 11/2021)

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