Procurement Coordinator

City of New York•Thiels, NY

16h•Onsite

About The Position

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City. The Bureau of Water Supply seeks to hire a Staff Analyst I for the Strategic Services Division, Drinking Water Operations Directorate, located in Hawthorne, New York. The Strategic Services Division is responsible for the operation, maintenance and procurement of all water supply assets related to NYC Water Supply. The division also provides support for the Asset Management and Computerized Maintenance Management System (CMMS), leveraging technology to manage critical water supply assets through the implementation of corrective and preventive maintenance programs, inspection, and testing for the Bureau of Water Supply. Under supervision, of the Drinking Water Operations Chief of Procurement and Budget, the Staff Analyst I will serve as Procurement Coordinator and will perform routine administrative duties including data entry, document filing, scanning, photocopying, and managing email correspondence to support procurement operations.

Requirements

A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school; or
A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area.
An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" above.
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience as described in "2" above.
A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma.

Nice To Haves

Experience with Microsoft Office 365 MS Office 365 suite including Word, Excel, Outlook, Power BI, SharePoint and PowerPoint
Experience in procurement preferred
Ability to manage multiple priorities and to meet deadlines
Attention to detail and commitment to accuracy
Ability to grasp new concepts, approaches and systems
Ability to write in a concise and organized manner
Highly responsive to work assignments and project related needs, and completes assignments on time
Ability to assign priorities to tasks
Punctuality
Strong organizational and communication skills.
Analytical ability
Ability to parse information to draw conclusions, make decisions, and advise others
Interpersonal skills
Technical writing expertise
Ability to work in high volume office
Ability to hold productive meetings yielding meeting notes with clear goals & action items
Time management and the ability to manage multiple projects simultaneously
Familiar with industry value added practices to perform Knowledge Management
Conscientious
Information sharing
Critical and analytical thinking

Responsibilities

Coordinating and tracking procurement deadlines and ensure timely communication of critical updates to Divisional staff.
Preparing reports, summaries, and progress updates related to procurement activities.
Scheduling, preparing for, and participating in procurement meetings, conveying relevant information to staff as needed.
Working closely with the procurement team to monitor daily activities and submit weekly summaries of key issues and developments to the Drinking Water Operations Chief of Procurement and Budget.
Responding to inquiries from end users and bureau staff and following up on procurement discrepancies to ensure timely resolution.
Providing basic procurement training and data entry assistance to end users to support an efficient procurement process.
Ensuring all purchase requests submitted via SharePoint are completed and processed correctly.
Using internal systems, software, databases, and standardized forms to facilitate procurement tasks.
Ensuring submission of all required procurement documentation to meet bureau processing needs.
Performing all administrative duties methodically, accurately, and professionally.
Maintaining appropriate contacts with vendors to provide order packing slips, invoices, insurance certificates etc. and submit them for approval to mitigate any procurement issues.
Coordinating with division staff to obtain necessary documents, approvals and signatures for efficient procurement workflow.
Liaising with Bureau Procurement team to ensure vendor payments have been made, and track payment status to complete the procurement process.
Soliciting quotes from vendors and coordinating with end user on appropriate vendor selection.
Coordinating with vendors to resolve problems concerning the receipt of goods, and/or services, or for account payable related issues.
Coordinating with bureau procurement staff to obtain status on notice of awards, approvals etc., to expedite orders for division.
Coordinate and track deadlines within the Directorate and Communicate appropriate information to staff within the division.