MANAGEMENT ANALYST - Business Services Department

Recruitment #2201-0866-001

Introduction

The Procurement Division of the Business Services Department is seeking a highly motivated and experienced professional to serve as a Management Analyst for the Contract Administration & Management Program (CAMP). Through this role, an individual will have the opportunity to audit City contracts to ensure that contractors have been billing correctly, and that City departments are paying correctly. If discrepancies are discovered, the Management Analyst will work to rectify the payment errors. In addition to looking backwards at what has transpired, the Management Analyst will also look forward to improving the use of contracts in the future. This can happen through tools such as training City departments on how to determine what the contracted price should be, creating forms and checklists to help City departments review the contractor’s invoice for accuracy, etc.

The Procurement Division is pleased to be able to offer its team members opportunities for professional development in order to prepare them for advancement opportunities. The Contract Administration and Management Program is only one of several programs that exist within the Procurement Division. Employees entering as a Management Analyst will be encouraged to gain experience, hone their skills, and learn about the other facets of Procurement in order to take advantage of advancement opportunities that may arise.

For 26 consecutive years, the Procurement team has received the Achievement of Excellence in Procurement Award and is one of only 5 Procurement agencies in the country to have received the award every year since its inception. This award recognizes organizational excellence in public procurement. It measures innovation, professionalism, e-procurement, productivity, and leadership. The Procurement Division strives to maintain a highly professional environment, staffed with highly competent Procurement professionals who are encouraged to pursue leadership opportunities in the public Procurement profession.

General Description

This position will report to the Contract Administration Manager of the Procurement Operations Division of BSD and will be responsible to work with individuals in all levels of the City and contracting community to conduct operational work flow analysis, contract compliance and contact auditing activities.

 In addition to the Essential Functions of the classification, the successful candidate will also perform the following duties:

  • Coordinate departmental activities, participating in the development of policies, developing and preparing reports and recommendations, researching and preparing drafts of various documents, maintaining spreadsheets and databases.
  • Conduct queries of databases to produce reports of transactions to audit.
  • Conduct physical audit of contract documentation (invoices, pay estimates, milestone schedule, etc.) against contract requirements for discrepancies.
  • Create excel spreadsheets and word documents to report findings and recommendations.
  • Compose and issue written notice to vendor for recovery of over-payments or contract discrepancies.
  • Communicate findings and work closely with Procurement contracting staff, contract representative(s) and vendor to ensure contract is revised based on findings.
  • Write, review and edit reports prepared by self and others.
  • Assist with implementation, evaluation and interpretation of department policies, projects and procedures.
  • Ensure that unit work conforms to local, state, and federal governmental regulations, and other applicable rules and requirements.
  • Provide customer service by responding to information requests, conducting research, providing solutions to problems, and correcting errors.

Essential Functions

Conducts operational and work flow analysis by interviewing, facilitating meetings, researching, preparing reports containing costs and ratios, preparing recommendations for presentations, assisting with procedure and program implementation and development of performance measurements.  Assists with facilitating change processes.

Researches and writes detailed reports by conducting surveys, researching, compiling data, creating plans for staffing, equipment and budgetary impact.

Coordinates special projects by designing and purchasing necessary commodities, creating campaigns, composing written materials, and developing presentations.

Assists with capital projects, program management, and new program development, and coordinates programs and policies.

Designs, develops, coordinates, and administers training programs including tracking and reporting systems.

Minimum Qualifications

Minimum Education Level & Type: Bachelor's Degree

Minimum Experience and Qualifications: At least 2 years of experience in work process analysis, municipal funding and grants, program evaluation, surveying and statistical analysis, or work efficiencies management

Selection Plan

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in an a Written Exam and Oral Board interview.

  • Written exam (Excel) will be held March 9, 2022 in City Hall.  Highest scoring applicants from the written exam will be invited to Oral Boards.
  • Virtual Oral Board Interviews will be held March 15, 2022 via Microsoft Teams.

Upon completion of all examination processes, the highest scoring applicants will be placed on an Eligibility List.  An applicant's ranking on the list will be based on their final score which will be calculated as:

  • 10% of your rating for education and work experience
  • 40% for the writing assessment
  • 50% of your oral board interview

The list may be used by any City department with an approved vacancy to fill in the next 6 months. Selection will be made in accordance with CSR III, Section 2. The list of employees eligible for consideration will remain in effect for 6 months after their names are provided to the hiring authorities. Examination results and current status will be communicated by email.

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List.  If you qualify for preference points as outlined in the Employment Profile, you must present your documentation at the time of your interview. The DD 214 must be a copy that indicates characterization of service.

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please contact Curtis Rohlfs at Curtis.Rohlfs@tucsonaz.gov at least 48 hours prior to the evaluation.

The City of Tucson values the safety of our employees, our residents, our community, and our visitors.  In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are fully vaccinated against COVID-19 to your initial HR representative, or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with the City of Tucson.

Conclusion

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly.  Failure to respond or follow instructions will result in disqualification.  All email inquiries should be directed to Curtis Rohlfs at Curtis.Rohlfs@tucsonaz.gov.

Pre-employment Medical Testing Requirements

None