Requisition No: 828153 

Agency: Department of Lottery

Working Title: PURCHASING ANALYST - 36000239

 Pay Plan: Lottery Exempt Serv

Position Number: 36000239 

Salary:  $40,000.08 

Posting Closing Date: 05/12/2024 

Total Compensation Estimator Tool

PURCHASING ANALYST

FLORIDA DEPARTMENT OF THE LOTTERY – DIVISION OF PROCUREMENT MANAGEMENT

*Applicants must have at least one year of procurement and/or MFMP experience to be considered for this position.*

AGENCY BENEFITS:

If hired, as employee of the Florida Lottery, you will be provided the benefits listed below:

• Approximately 97.5% of the premium for health insurance
  • Individual (~$8/month) or Family (~$30/month)
• 100% of the premium for individual or family dental insurance
• 100% of the premium for basic life insurance
• Employer contributions to the Pension Plan or Investment Plan; contribution levels will vary based upon Pay Plans.

GENERAL POSITION DESCRIPTION:

Under the supervision of the Procurement Administrator, the incumbent in this position is responsible for assisting the Procurement Administrator in daily operations of Procurement Management which include, but are not limited to, purchasing commodities and contractual services for the Florida Lottery. 

ESSENTIAL DUTIES:

• Each employee is expected to be knowledgeable of the Lottery’s Responsible Gaming program, including the No Underage Play and Play Within Your Means messaging, and will ensure retailers and players are aware of the program and provided information, as necessary.
• Ensures purchase orders are complete, accurate and in compliance with all policies, rules, and regulations prior to processing for approval.
• Provides MyFloridaMarketPlace guidance and technical support to Lottery program units.
• Collaborates with agency staff, Contract Managers and Contractors concerning vendor issues, opportunities, and contract reporting requirements.
• Interprets Statutes and Rules to ensure agency compliance for contracts and solicitations.
• Analyzes internal and external sources to situate purchasing decisions within the context of their environments. Works collaboratively with internal and external stakeholders to obtain subject matter knowledge for specific projects.
• Establishes monitoring tools to track solicitations and related documents, ensuring accurate supporting documentation is retained within contract files.
• Demonstrates independent judgment in identifying potential problems in achievement of the Lottery’s Annual Business Participation Plan making recommendations, developing methodologies, and initiating activities for resolution based on sound business principles.
• Reviews and audits procurement activities and practices. Provides recommendations for corrective action to program units as needed.

• Supports the development of technical specifications, performance requirements, and evaluation methodologies used in formal and informal solicitation processes.
• Works collaboratively with Lottery program units on items including but not limited to solicitations, public record requests, and the resolution of matters and procurement processes.
• Prepares informal solicitations for goods and services.
• Assists program units in matters concerning purchasing of goods and services.
• Engages in tasks supporting solicitations, contracts, and other methods of procurement to ensure items are complete, accurate, and in compliance with all policies, rules, and regulations prior to approving and/or routing for approval.
• Ensures procurements provide fair and open competition and are conducted ethically.
• Represents the Lottery at conferences/trade fairs pertaining to the promotion of vendor diversity as requested or directed.
• Serves as backup for Contract and Procurement Analyst in compiling statistical dashboard data for reports provided to agency management as well as to oversight agencies.
• Serves as backup for Purchasing Agent for the receiving, reviewing, and processing of bonds.
• Serves as an alternate to Vendor Information Portal Administrator(s) in posting, monitoring, and responding to inquiries about solicitations.

• Prepares for and facilitates meetings to collaborate on agency projects.
• Researches and collects pertinent information to assist with drafting policies, procedures, contracts, solicitations, terms and conditions, audit responses, training materials, and other information as requested or directed.
• Prepares, reviews, and disseminates checklists, reference guides, and document templates to support accurate and consistent processes.
• Uses independent judgement to research files for collection of pertinent information in the preparation of correspondence or reports.
• Supports the formal solicitation process through administrative duties.
• Provides status updates, as requested/needed, to the Procurement Administrator, the Procurement Management Director, and members of Lottery Senior Executive Management.
• Provides exemplary customer service to internal and external customers through proper business etiquette in answering phones, routing calls and general assistance.
• Utilizes Lottery’s computer resources, MyFloridaMarketPlace and other State of Florida systems needed to perform assignments.

PROFESSIONAL DEVELOPMENT

• Stays abreast of all State of Florida and Florida Lottery rules, laws, regulations, and statutes that impact the purchasing profession.
• Seeks training which will prove beneficial to job functions.
• Maintains a basic working knowledge of State of Florida and Florida Lottery rules, laws, regulations, policies, and procedures impacting the purchasing profession.

MISCELLANEOUS DUTIES

• Conducts trainings, as requested or assigned.
• Represents the Procurement Management Office at various functions, as necessary.  
• Performs special assignments and research, as requested and required.
• Prepares reports, as requested or assigned.
• Performs other related duties as appropriate or assigned by management.
• Attendance is an essential function of the position.

Knowledge, Skills, and Abilities:

• Knowledge of State of Florida purchasing, contracting, and minority business outreach rules and regulations, procedures, techniques and practices.
• Knowledge of Florida Statutes pertaining to purchasing, contracting, and minority business outreach, including Chapter 287.
• Knowledge of methods of data collection.
• Knowledge of the principles and techniques of effective verbal and written communications.
• Knowledge of office automation equipment.
• Skill in PC based office products.
• Ability to interpret and implement rules, policies, procedures, and directives.
• Ability to communicate effectively, both orally and in writing.
• Ability to establish and maintain effective working relationships with others.
• Ability to plan, organize and coordinate work assignments.
• Ability to organize information electronically or in hard copy.
• Ability to compile and analyze data for administrative decisions.
• Ability to establish objectives and specify needed strategies and actions to achieve them.
• Ability to work independently.
• Ability to deal with people in a tactful and courteous manner.
• Ability to utilize problem-solving techniques.
• Ability to prepare correspondence, memoranda, and reports.
• Ability to maintain confidential records and correspondence.
• Ability to prioritize workload demands based on departmental goals and objectives.

Minimum agency-wide requirements for employment:

• High School Diploma or equivalent (GED) required.
• Successful passing of a criminal background check (state, local, and national) is required. 
• Maintains strict confidentiality of information learned while working with the Florida Lottery, whether learned through assigned duties or through working with other units.  The types of confidential information may include, but are not limited to, payroll information, budget matters, policy decisions, tax matters, employee disciplinary issues, and other personnel data.

Licensure/Registration/Certification Preference:

Florida Certified Contract Negotiator (FCCN), desired but not mandated.

Statutes establishing or defining work performed

Chapters 24, 287, 119, 255, and 286 Florida Statutes; Florida Administrative Code 60A, 60H, 60B and 53; and applicable Lottery Policies and Procedures.

The State of Florida is an Equal Opportunity Employer/Affirmative Action Employer, and does not tolerate discrimination or violence in the workplace.

Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must notify the agency hiring authority and/or People First Service Center (1-866-663-4735). Notification to the hiring authority must be made in advance to allow sufficient time to provide the accommodation.

The State of Florida supports a Drug-Free workplace. All employees are subject to reasonable suspicion drug testing in accordance with Section 112.0455, F.S., Drug-Free Workplace Act.