Administrative Services Analyst I/II

Full Job Description

The County of Riverside's Purchasing and Fleet Department has an opportunity for an Administrative Services Analyst I/II to join their Compliance Team located in Riverside. The level at which this position is filled will be at the discretion of the department.

This role is responsible for supporting countywide procurement operations through data analysis, systems support, compliance monitoring, and contract administration.

The Analyst collects, organizes, and analyzes procurement-related data to support strategic purchasing decisions, cost-savings initiatives, and compliance reporting.

The position develops dashboards, tracking tools, and data visualizations to monitor procurement activity, vendor performance, spend trends, and contract utilization.

The Analyst participates in testing and validation of procurement and financial systems, collaborates with IT to troubleshoot system issues, and assists in the design and implementation of new data collection and workflow systems.

This role also reviews procurement transactions and contracts for accuracy and compliance, coordinates internal audits and data validation efforts, and assists with policy and procedure development related to purchasing operations.

In addition, the Analyst maintains procurement records and departmental websites, prepares routine and ad-hoc reports and presentations for management, provides training and support to staff on procurement systems and reporting tools, and collaborates with various departments to ensure procurement policies, P-Card procedures, and contractual requirements are effectively implemented and maintained.

The ideal candidate will have paraprofessional and analytical experience in contract management, budget reconciliation, as well as strong written and verbal communication skills.

Organizational abilities and keen attention to detail are crucial, along with proficiency in Microsoft Office Suite and project management experience.

Candidates with demonstrated experience developing interactive Power BI dashboards, data models, and reports to support data-driven decision-making are encouraged to apply.

Other desired program experience includes Simpler 3.0/4.0 (internal finance/accounting tool), FASTER – Financial Accounting, Support, Tracking, and Reporting, or PeopleSoft HCM for procurement.

Meet the Team!Riverside County Purchasing and Fleet Services includes the key functions of Purchasing, Fleet, Central Mail, and Surplus Services.

The primary role of the Purchasing and Fleet Services is to manage the procurement of goods and services for County Departments and agencies within Riverside County.

This includes overseeing the solicitation, vendor selection, negotiation, and award of contracts, as well as managing contract execution and reporting.

The Fleet division handles the acquisition, maintenance, and management of vehicles to ensure reliable and cost-efficient transportation for County departments.

Central Mail is responsible for the distribution of both incoming and outgoing mail for County agencies, ensuring timely and accurate delivery.

Surplus Services manages the disposal of surplus property, ensuring compliance with regulations and maximizing the value of unneeded items.

Additionally, the department provides emergency logistical support, all of which contributes to the efficiency and effectiveness of Riverside County agencies.

Requirements

• Collects, organizes, and analyses procurement- related data to support strategic purchasing decisions, cost-savings initiatives, and compliance reporting.

• Develops dashboards, tracking tools, and data visualizations to monitor procurement activity, vendor performance, spend trends, and contract utilization.

• Participates in testing and validation of procurement systems, financial systems, and related modules to ensure proper functionality, data accuracy, and successful implementation of upgrades or enhancements.

• Collaborates with IT and system administrators to troubleshoot system issues, document defects, and validate fixes.

• Assists in the design, development, and ongoing maintenance of new data collection systems, including requirements gathering, workflow mapping, user-testing, and documentation.

• Maintains departmental or procurement-related websites, ensuring that content, forms, templates and reference materials are current, accurate, user-friendly and ADA compliant.

• Provides training, guidance, and support to staff on procurement systems, reporting tools, update processes.

• Prepares routine and ad-hoc reports, summaries, and presentations for stakeholders and management.

• Reviews procurement transactions, contracts, and supporting documentation for completeness, accuracy, and compliance with policies and regulations.

• Assists with policy and procedure development, including writing, revising, and distributing administrative guidelines related to purchasing and workflow process.

• Recommend and establish contract forms and procedures; monitor adherence to contract terms; review present and pending legislation to determine effect on departmental operations and programs.

• Manages, tracks, and updates procurement records, contract files, and documentation repositories.

• Coordinates internal audits, data validation checks, and compliance reviews related to procurement activities.

• Supports department operations through meeting coordination, documentation preparation, status tracking and administrative project support as needed.
  
  

Qualifications

Additional Information