Procurement Analyst

City of New York•East Elmhurst, NY

About The Position

The New York City Department of Correction (DOC) seeks a Procurement Analyst to support purchasing and inventory operations for the Nutritional Services Division. Under general supervision, with latitude for independent initiative and decision-making, the analyst assists with procurement and inventory of goods, services, and/or construction. The role includes conducting inventory; reviewing purchasing requisitions, inventory-management records, procurement and contract documents; determining the accuracy and adequacy of procurement documents; maintaining inventory accuracy; and reconciling discrepancies among physical stock, PAR levels, and system records. The analyst also reviews vendor bids and proposals for compliance with agency, city, state, and federal requirements. The role prepares procurement requisitions and reports, supports food-supply planning, reviews food and food-service item samples, monitors vendors and contracts, maintains electronic records, and communicates with vendors and agency stakeholders to resolve ordering, funding, and delivery issues. The analyst may review subordinate staff’s work, supervise procurement staff, and perform the supervisor’s duties during the supervisor’s temporary absence. Candidates must be permanent in the title of Procurement Analyst or have taken and passed Exam 3114. Candidates are asked to send proof of score and add EIN to their resume.

Requirements

Candidates must be permanent in the title of Procurement Analyst or have taken and passed Exam 3114.
A baccalaureate degree from an accredited college or university; or an associate degree or 60 semester credits plus 12 months of satisfactory full-time professional experience in procurement or in contract negotiation/management; or a high school diploma or equivalent plus two years of such full-time professional experience; or an equivalent combination of education and experience.
All candidates must have at least a four-year high school diploma or its educational equivalent.
College education may substitute for professional experience under the stated pathways at 30 semester credits for six months of experience.
For placement in Assignment Level II, candidates must meet the minimum requirements and have either one year served at Assignment Level I or one additional year of the specified professional experience.
Candidates are asked to provide proof of exam score and add EIN to their resume.

Responsibilities

Prepare requisition documents for routine or moderately complex procurements, including analyzing monthly menus and inmate population counts to project food quantities.
Prepare and submit accurate requisitions in the City's procurement system, including timely submission and vendor documentation to maintain an uninterrupted supply.
Examine samples of food and food-service items for compliance with specifications or standards, accept substitute items when appropriate, and transmit approved purchase orders to vendors.
Analyze and report on vendors' and contractors' past performance, financial status, and other factors affecting delivery, timeliness, or quality; maintain accurate electronic records.
Monitor funded programs and contracted vendors for contract compliance and assist contractors in developing efficient and effective program-administration approaches.
Review statistical and budgetary data from contract agencies, prepare fiscal summary reports, and monitor delivery status and funding allocations; recommend additional funding or defunding to supervisory staff when appropriate.
Monitor contractor performance or provide consultative assistance to contract monitors, and prepare final contract-performance evaluations at contract expiration.
Prepare daily, weekly, and monthly procurement reports, including Non-Delivery Reports.
Maintain accurate documentation supporting food supply levels.
Draft and distribute procurement-related correspondence and assist with research methods, instruments, and projects related to procurement processes and food-service operations.
Review recommendations and procurement documentation prepared by subordinate staff and, when applicable, supervise subordinate procurement staff.
Communicate with vendors, divisional staff, and agency stakeholders to resolve ordering, funding, and delivery discrepancies.
Optimize procurement processes to improve accuracy, timeliness, and efficiency.
Perform the supervisor's duties during the supervisor's temporary absence, when applicable.
Conduct inventory, review purchasing requisitions and procurement and contract documents, determine their accuracy and adequacy, maintain inventory accuracy, and reconcile discrepancies between physical stock, PAR levels, and system records.
Review vendor and provider bids and proposals for conformity with agency, city, state, and federal requirements.