Procurement Analyst 1 or 2

Position Information

Position Title Procurement Analyst 1 or 2 Position Number 500083 Salary Range $35,069.00 - $68,806.00 Depending on Level of 1 or 2 Position Type Classified Staff

Department Information

Ending Effective Date of Temporary Employment Department Purchasing

Job Duties

Responsibility / Duty

Operating, Grant & Specialized Invoice Processing (3-Way Matching

General, Auxiliary, Restricted Accounts: Reviews, prepares, and posts invoices to subsidiary and general ledger accounts in Banner for all university operating, auxiliary, grants, and sole-source contracts; verifies pricing, quantities, and executes required 3-Way Match (PO, Invoice, Receiving Report). Coordinates with Controller's Office grant accounting staff on expenditure tracking and reporting.

Contracts & Construction: Process and post invoices received as the result of the issuance of purchase orders by the Purchasing Department for contracts involving maintenance/service, rental/ lease, data/computer, sole source contracts, construction and renovation project contracts. Prepare and process invoices for posting to subsidiary and general ledger accounts via the University computerized financial transaction system (Banner). Verify the accuracy of pricing. Assist with the issuance of approved change orders as required. Confer with vendors and departments on campus that have maintenance contracts to solve discrepancies on invoices/purchase orders and answer questions on routine matters. Assist with maintenance/service contract renewal correspondence and documents during the contract renewal process. Correspondence and documents consist of vendor and departmental. Assist with tracking renewal periods on all contracts and renewal documents forwarded to contract vendors and departments. Alert appropriate Purchasing Management personnel to any problems that may arise during the renewal process.

Negotiates and prepares contracts of significant scope. May advise on contract disputes by providing interpretations of the applicable regulations.

Provides oral and written interpretation of laws, rules, regulations, policies, standards, and procedures to vendors and agency personnel.

Collects and analyzes statistical data and related information; recommends solutions to resolve procurement challenges.

May serve as an assistant to the Assistant Purchasing Director or Director by authorizing purchases for lower-level staff above their purchasing authority.

Percentage Of Time 40 Responsibility / Duty

Competitive Bidding Administration & Lifecycle Management

Responsible for the administration of the entire bid process, begins with the approval of the Assistant Director of Purchasing or the Director of Purchasing to begin the bid process, and ends with the generation of a purchase order, utilizing the computerized purchasing system in place at the University. Consists of the following:

1. After receiving instructions from the Assistant Director of Purchasing or the Director of Purchasing to begin the bid process, prepares specifications for the desired item(s) using proper bid language and form. May involve consultation with the requisitioner and/or with the Assistant Director of Purchasing or Director of Purchasing.

2. Determines what type of bid will be used, e.g. telephone, fax, sealed, etc. Selects a list of qualified vendors capable of bidding on said items. Prepares proper departmental forms to be included with the bid. Obtains signature of Assistant Director of Purchasing or Director of Purchasing and releases bids through the proper medium - mail, fax, phone,

e-mail. Post bids to the LaPac Procurement Network of the State.

3. Maintains bid file during the bid process. Maintains the integrity of the process, receives bids and keeps all bids received in a confidential file until the bid opening date.

4. Schedules bid openings, adheres to all regulations regarding the opening of said bid. Verifies the receipt of all proper forms required by that particular bid, and verifies signature of the bidder.

5. Tabulates all bids on proper forms, and verifies the accuracy of all quoted prices. Prepares tabulation forms for review by the Assistant Director of Purchasing or the Director of Purchasing and makes recommendations regarding the award of the bid.

6. After approval of the bid is received, generates and release purchase orders to the approved lowest qualified bidder. This involves the unitization of the computerized purchasing system.

7. Maintains a complete and thorough file on each and every bid. Maintains a current list of qualified vendors, by commodity.

Serves as technical specialist by performing large scale, complex procurements for a state agency. Applies the Procurement Code in order to prepare invitations to Bid (ITB's) and, when necessary, Request for Proposals (RFPs).

Performs specialized and high priority procurement/contractual duties in emergency situations.

Percentage Of Time 20 Responsibility / Duty

Utility, Telephone & Insurance Allocations

• Expense Calculation & Allocation: Calculates, allocates, and processes invoices for university telephone services, utility charges, and institutional insurance policies across designated departmental accounts.
• Budget Forecasting: Compiles and calculates utility, telephone, and insurance expenditure trend data to assist university management with financial budget development.

Percentage Of Time 20 Responsibility / Duty

Food Service Contract Accounting & Commission Management

• Sales Verification: Verifies accuracy of daily sales worksheets across campus cafeteria, snack bar, and catering operations.
• Commission Invoicing: Calculates monthly vendor commissions, generates financial reports, invoices the food service contractor, and processes vendor payment invoices.
• Revenue Processing: Receives, records, and processes incoming monthly commission payments into proper state/university accounts.

Percentage Of Time 15 Responsibility / Duty

Fiscal Year Closeout, Audit Compliance & Operational Support

• Fiscal Closeout: Expedites pending orders, cancels outstanding encumbrances, and reconciles open commitment reports in Banner alongside the Controller's Office for operating, auxiliary and grant accounts during year-end closeout.
• Audit Support: Gathers, organizes, and submits requested financial and procurement records to Internal Auditors and the Louisiana Legislative Auditor (LLA) during formal reviews.
• Administrative & Backup: Serves as receptionist (directs callers/visitors, processes mail) and acts as cross-trained backup to other department positions as assigned.

Percentage Of Time 5

Posting Detail Information

Minimum Experience Required

MINIMUM QUALIFICATIONS:

Procurement Analyst 1

Three years of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

Six years of full-time work experience in any field; OR

A bachelor's degree.

Procurement Analyst 2

Four years of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

Six years of full-time work experience in any field plus one year of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

A bachelor's degree plus one year of experience in procurement, contracts or grants management, financial management, accounting, or auditing; OR

An advanced degree.

EXPERIENCE SUBSTITUTION:

Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

Designation as a Certified Professional Public Buyer (CPPB), a Certified Public Procurement Officer (CPPO), or a National Institute of Governmental Purchasing Certified Procurement Professional (NIGP-CPP) will substitute for a maximum of one year of the required experience.

Minimum Education Required Minimum Licenses Required Other Minimum Requirements

Applicants must complete the application in its entirety with an electronic signature and date.

Resumes will not be accepted as a substitute for the application.

If education and employment history are not completed, the application will be disqualified.

Please include any current and previous employment at Nicholls State University. Personnel files are not pulled for application purposes.

Applicants claiming education as a substitution for work experience must have their Official College Transcripts delivered to the Human Resources Department at hr@nicholls.edu or emailed directly to Jennifer.Prejean@nicholls.edu prior to the job closing date. Unofficial transcripts are NOT accepted.

Test(s) Required

No Test Required.

Preferred Education Preferred Experience Preferred Licenses Other Preferred Requirements Physical Demands Employment Year Fiscal Year If Grant Period or Specified Period selected, please specify begin date If Grant Period or Specified Period selected, please specify end date Employment Basis Full-time Proposed Ending Date (for faculty and grant funded positions) Posting Date 08/26/2026 Closing Date 09/06/2026 Special Instructions to Applicants Quick Link for Postings <