Procurement Specialist

City of New York•Town of Middletown, NY

19d•$69,736 - $117,226•Hybrid

About The Position

The Bureau of Water Supply seeks to hire a Procurement Analyst III for a position with the Procurement and Purchasing Unit within the Core Services Directorate. This role supports the Bureau by reviewing and processing all expense orders valued at under $100,000. Under general supervision, the Procurement Analyst III will supervise the processing team, review, and process expense orders valued at under $100,000 for Bureau directorates.

Requirements

A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in "1" above; or
A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in "1" above; or
A combination of education and/or experience equivalent to "1", "2", or "3" above. College education may be substituted for professional experience under "2" or "3" above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in "1" above.
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

Nice To Haves

Excellent communication (written and oral), follow-up skills, writing reports and time management.
Highly proficient in the use of Microsoft Word, Excel, Adobe programs, and Excel Spreadsheets.
Ability to use multiple databases to enter data and obtain reports.
Basic mathematics skills
Ability to perform and track multiple small tasks to completion.
Committed to honesty, integrity, and best practices.
Critically review documents and compare them to a standard.
Detail-oriented and highly organized.
Manage multiple tasks with a high degree of accuracy.
Capacity to work well with others to resolve issues.
Capability to consistently track and meet deadlines.

Responsibilities

Review purchase requisitions, procurement requests, and supporting documentation to ensure compliance with Procurement Policy Board (PPB) Rules, Comptroller’s Directives, Agency policies, and Bureau requirements.
Process procurement orders utilizing New York State Requirement Contracts, New York City Requirement Contracts, DCAS Maintenance Repair Order-Punch-Out (MRO), and Micro-Purchase orders in accordance with established procedures.
Approve and distribute procurement orders through Financial Management System (FMS), DCAS online systems, and related procurement platforms, ensuring timely and accurate processing.
Create, encumber, and pre-encumber funds for contracts and procurement actions, including preparation of RQC1 and RQN1 transactions in FMS to ensure funding availability and fiscal compliance.
Determine contract validity, confirm item availability through applicable Requirement Contracts, and review funding availability prior to final approval.
Work closely with Office of Procurement Management (OPM), Procurement Teams, and Bureau liaisons to ensure procurement actions are processed in accordance with PPB Rules, Agency guidelines, and mandated procedures.
Prepare and submit waiver approval requests for Non-M/WBE orders and assist in resolving procurement-related issues, discrepancies, and processing delays.
Confer with and advise Procurement Teams, Bureau liaisons, and operational staff on procurement requirements, procurement methods, and order processing procedures.
Monitor pending purchase requests, follow up on outstanding issues, and expedite approvals, encumbrances, and order completion.
Utilize and maintain procurement systems, including CRM, sPACT, FMS, DCAS, Passport online systems, and MRO, to coordinate orders, monitor status, and maintain accurate procurement records.
Forward approved procurement packages and supporting documentation to designated accountants, Procurement Teams, and authorized recipients for further action.
Travel may be required between DEP locations utilizing a New York City vehicle to fulfill position responsibilities.