Director of Purchase Order Processing & Registration

City of New York•Long Island City, NY

About The Position

Open to candidates who are permanent in the civil service title of Administrative Procurement Analyst or the comparable civil service titles of Administrative Contract Specialist and Administrative Staff Analyst, Administrative Accountant. Due to active promotional list for Administrative Staff Analyst, only permanent DOHMH candidates can be considered. AMENDED The Bureau of ACCO within the Division of Finance is requesting to hire Administrative Procurement Analyst or the comparable civil service titles of Administrative Contract Specialist and Administrative Staff Analyst to perform duties as a Director of Purchase Order Processing & Registration. Division Work Unit: Finance / ACCO (Director of Purchase Order (PO) Processing & Registration) Summary Description The Finance Division at DOHMH has central responsibility and authority for all the finance, contracting, procurement, payroll, and revenue functions of the agency. Finance helps to ensure that programs and operations have the information, analysis, funding, and capacity to deliver critical services effectively and meet DOHMH's public health and racial equity objectives. Position Summary: The Director of Purchase Order (PO) Processing & Registration would be overseeing a team of 4. The team of 4 includes 3 Registration Analyst and a College AIdes.

Requirements

A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.
Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.

Responsibilities

Supervise PO Registration Unit. Efficiently distribute and assign workload to staff. Monitor staff performance and work progress to ensure tasks are completed timely and accurately.
Provide guidance and support to staff
Train staff in all duties related to their work; ensure that staff complete all required DOHMH trainings on time and relevant procurement trainings as necessary.
Utilize multiple databases and citywide systems. Input budget and contract data in the city’s Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort).
Review and analyze all contract packages for completeness, ensuring that all documentation and required forms are in compliance with the city’s rules and regulations.
Open service tickets to resolve OES and PASSPort issues.
Oversee vendor management actions are processed and submitted to the Comptroller’s Office in a timely manner.
Ensure timely PO registration and prioritization of high priority actions.
Oversee processing and approvals of Purchasing action requests in OTPS Encumbrance System (OES).
Resolve any discrepancies found from OES Reconciliation Exception Report.
Provide technical assistance to program units and budget office in order to resolve errors in encumbrances.
Draft and prepare memos, respond to oversight agency inquiries regarding PO registration and encumbrance issues, and ensure that responses to oversight agencies are prioritized.
Ensure copies of registered POs are uploaded into the agency’s Purchasing system and sent out to contractors and program units upon registration.
Assist Division with annual fiscal year-end close out.
Classify, file and archive contracts and procurement files as necessary. Properly dispose of files in accordance with the City’s retention schedule
Participate in staff recruitment activities, including drafting job descriptions, interviewing candidates, and recommending candidates.
Onboard new staff. Develop and issue Tasks and Standards.
Conduct employee performance evaluations on an annual basis (or interim basis as necessary).
Attend office meetings including program bureau meetings, represent Assistant ACCO and Deputy ACCO at key meetings with senior officials within the agency.
Research and retrieve documents for FOIL requests and audits.
Maintain Agency’s procurement records and file room according with the Agency’s standards and City’s retention policy.
Assist with special projects as assigned.