Procurement & Contract Analyst

Make an impact with every purchase. Crook County is seeking a Procurement + Contract Analyst to help drive smart, effective, and accountable purchasing across the organization. This role is perfect for someone who enjoys solving problems, building strong working relationships, and improving processes that support community services. You will work with departments across the County to support purchasing and contracting decisions, promote compliance and consistency, and help ensure public funds are used wisely. If you are ready for a role where your expertise is valued and your work has a visible impact, we would love to have you as part of our Finance Department at Crook County. Crook County offers the opportunity to grow your career in public service while enjoying the lifestyle, connection, and outdoor access that make Central Oregon an exceptional place to live and work. The Procurement/Contract Analyst provides countywide, cross-functional support to departments for grant compliance and reporting support, grant receivable/reimbursement tracking, and procurement and contract documentation with the assistance of the County Counsel's office and under the supervision of the Finance Director. This position assists departments in meeting County solicitation/documentation requirements (including small and intermediate procurements requiring quotes) and grant-specific procurement requirements where applicable (including federal requirements such as 2 CFR 200). The Procurement Analyst provides administrative and compliance pre-review of contract documents for completeness and grant requirements, and coordinates routing to Legal Counsel for attorney review and County Manager or Board of Commissioners consideration and approval. This position maintains centralized trackers, files, and standard templates/checklists to support audit-ready documentation and consistent practices across departments. This position is also responsible for updating and maintaining lease and subscription contracts in line with GASB 87 and GASB 96 requirements, including documentation and disclosures. This position has no authority to approve purchases, select vendors, award contracts, execute contracts, approve invoices, submit grant claims, or certify grant reporting; department heads and authorized County officials retain all decision-making and approval authority. Essential Job Functions Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Establish and maintain effective working relationships with co-workers, supervisors, department staff, external partners, and the public. Maintain centralized tracking systems for grants, procurements, and contracts, including key data such as award amounts, reporting deadlines, payment methods, periods of performance, renewals, and closeout dates; provide regular status reporting to the Finance Director and County Counsel. Support departments in grant compliance by developing reporting calendars, reminders, and checklists; provide technical assistance on documentation standards, record retention, conflict of interest certifications, and compliance requirements. Perform administrative pre-review of grant reports and reimbursement requests for completeness, accuracy, and alignment with award requirements; identify issues and coordinate corrections with departments; escalate concerns as appropriate. Track grant receivables, reimbursements, and cash receipts; coordinate with Finance staff to support reconciliation and prepare reports. Provide guidance and support to departments on procurement planning and processes, including applicable methods, thresholds, timelines, and documentation requirements in accordance with County code, ORS 279, and grant requirements (including 2 CFR Part 200 where applicable). Assist in the development and administration of procurements, including preparation of solicitation documents (e.g., RFPs, RFQs), coordination of competitive processes, documentation of quotes, and maintenance of procurement records. Support procurement compliance by assisting with documentation for Intermediate, Sole Source, Special, and cooperative procurements; ensure required justifications and records are complete and properly retained. Assist departments with market research and identification of potential vendors and cooperative purchasing options in compliance with applicable procurement requirements. Coordinate vendor responsibility and eligibility documentation, including required verifications (e.g., suspension and debarment checks), and assist with vendor onboarding documentation (e.g., W-9 forms, vendor applications, ACH forms) in accordance with Finance processes. Maintain standardized templates, checklists, and centralized electronic filing systems for grants, procurements, and contracts; assist in developing and updating related procedures, internal controls, and process improvements to enhance efficiency and compliance. Assist in assembling and tracking contract documentation, including appropriate templates, required exhibits, insurance requirements, and applicable grant or regulatory provisions. Provide contract administration support, including review of administrative completeness, coordination with departments and County Counsel, routing for review and approval, tracking execution status, and resolving documentation issues. Maintain contract compliance documentation, including certificates of insurance and required exhibits; ensure records are current, complete, and audit-ready. Track contract and grant lifecycle elements, including renewals, expirations, deliverables, and closeout actions; coordinate with departments and County Counsel and provide reminders and status updates. Support documentation and tracking of contract performance measures, reporting requirements, and deliverables; maintain data for reporting, audit readiness, and identification of trends, and prepare summaries as requested. Provide support to departments in the use of County financial and procurement systems related to requisitions, purchasing documentation, contract and grant tracking, and vendor setup. Assist County Counsel's office in providing grant and procurement training to department heads and relevant staff. Remain current on applicable procurement and grant regulations; recommend updates to templates, procedures, and internal controls as appropriate. Identify and recommend updates to purchasing, procurement, grant, and contract policies and procedures in coordination with County Counsel. Support audits by assembling documentation, tracking responses, and assisting with corrective actions. Assist the Accounting Manager with processing, reconciling, and entering credit card (including P card) transactions into ERP. Assist the Budget Manager in managing encumbrance tracking and reporting in the ERP. Update and maintain lease and subscription records in software in line with GASB 87 and GASB 96 requirements, including documentation and disclosures. Maintain confidentiality of sensitive information, including procurement, contract, legal, and grant-related materials. Provides backup support for other Finance or administrative functions as needed, including assisting with receipting or front counter operations. This position does not provide backup for accounts payable due to involvement in entering and managing vendors. Competencies Attention to Detail Ethical Conduct Exceptional Customer Service Procurement and Contract Knowledge Grant Management and Reporting Self-Directed Cash Handling, Record Keeping, and Financial Management Effective Communications Confidentiality Supervisory Responsibility This position has no supervisory responsibilities Work Environment This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, printers, photocopiers, filing cabinets, etc. Physical Demands This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary. Position Type and Expected Hours of Work This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. This position may be eligible for a flexible or hybrid work schedule but is not eligible for remote work. During tax season from October 15 to November 15th (or the next working day if November 15th falls on a weekend) days and hours of work are in the office, Monday through Friday, 8:00 a.m. to 5:00 pm, hybrid or flexible work schedules are not allowed during this period. Travel Some travel may be expected for this position. A valid Driver's License is required. Required Education and Experience Bachelor's degree in procurement, public administration, accounting, business, or a similar field, AND two (2) years of experience in progressively responsible public-sector accounting or financial and managerial accounting capacity OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job. Additional Eligibility Requirements Able to complete a thorough employment and/or criminal history check. Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions). Additional Eligibility Requirements Able to complete a thorough employment and/or criminal history check. Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions). Safety Sensitive Requirements This position is NOT considered to be a safety sensitive position. AAP/EEO Statement This position is 'at-will', and either Crook County or the employee may terminate the relationship at any time with or without cause. Crook County is an equal-opportunity employer Other Duties Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.