Procurement Analyst

City of New York•New York, NY

2d•$59,235 - $68,120

About The Position

The New York City Department of Correction (DOC) seeks a Procurement Analyst to support purchasing and inventory operations for its Nutritional Services Division. Under general supervision and with latitude for independent initiative and decision-making, the analyst assists with procurement and inventory of goods, services, and construction; conducts inventory; reviews purchasing requisitions, inventory management, procurement and contract documents; verifies the accuracy and adequacy of procurement documents; maintains inventory accuracy and reconciles discrepancies among physical stock, PAR levels, and system records; and reviews vendor bids and proposals for conformity with agency, city, state, and federal requirements. The position involves preparing procurement requisitions and reports, examining food and food-service samples, monitoring vendor and contractor performance and contract compliance, tracking budgets and deliveries, maintaining documentation and electronic records, and communicating with vendors and agency stakeholders to resolve discrepancies. The analyst may review work prepared by subordinate staff, supervise subordinate procurement staff, assist with process improvements, 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. Applicants are instructed to provide proof of score and add their EIN to their resume. The position is with the NYC Department of Correction, an agency operating facilities and court commands across the five boroughs with more than 7,500 professionals.

Requirements

Candidates must be permanent in the title of Procurement Analyst or have taken and passed Exam 3114; provide proof of score and include EIN on resume.
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 experience; or an equivalent combination of education and experience, with at least a high school diploma or equivalent.
For Assignment Level II placement, after meeting the minimum requirements, candidates must have either one year served at Assignment Level I or one additional year of the qualifying experience described in requirement 2.

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, with timely submission and vendor documentation to maintain uninterrupted supply.
Examine food and food-service item samples for compliance with specifications or standards, accept appropriate substitutes, 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 more efficient and effective program administration approaches.
Review contract-agency statistical and budgetary data, prepare fiscal summary reports, and monitor delivery status and funding allocations; recommend additional funding or defunding to supervisory staff when appropriate.
Monitor contractor performance directly or assist contract monitors in a consultative capacity, 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 developing research methods and instruments and conducting research projects related to procurement processes and food-service operations.
Review recommendations and procurement documentation prepared by subordinate staff and, as 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, as needed.