Purchasing Analyst

City of New York • Corona, NY

11d

About The Position

On your cover letter, indicate that you have a permanent Principal Administrative Associate title -or- reachable on the PAA list. Otherwise you will not be considered for an interview. 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 Agency Chief Contracting Office ACCO is responsible for managing all agency procurement and payment activity in accordance with all applicable city and state laws and regulations including General Municipal Law, City Charter, local laws such as LL1 for MWBE, Procurement Policy Board Rules and NYC Comptroller Directives. ACCO works cooperatively with DEP’s bureaus in support of their operational and programmatic needs including procurement of capital construction and related professional services (design, engineering, and construction management services), maintenance and repair contracts, and a wide array of supply and standard service contracts. In addition, ACCO staff manages agency compliance with vendor performance evaluations, MWBE participation goals, opportunities and requirements, prevailing wage, labor law compliance and vendor management. ACCO processes hundreds of both large and small contracts and thousands of payment transactions procuring about $2 billion in contracts annually. The ACCO consists of nine (9) organizational groups: Competitive Sealed Bids, Procurement Administration, Technology Development & Innovation, Contract Administration, Contract Compliance and Opportunities, Purchasing Management, Accounts Payable Unit, Contracts Review and Negotiations, and the Process Optimization & Change Management group. The Office of Purchasing Management (OPM) is responsible for supporting our operating Bureaus in the procurement of goods, services, and construction/construction-related services. OPM purchases goods and services through various procurement methods within the Small Purchase threshold ($100K for small purchase bids, $1 million for M/WBE Non-Competitive Small Purchases, $20K for Micro-Purchases, other procurement methods under $100K, and Purchasing Card [P-Card] procurements under $20K). OPM also utilizes established citywide requirement contracts and requirement contracts issued by the New York State Office of General Services (OGS) and the US General Services Administration (GSA) to purchase various goods and services for the agency. The Procurement Analyst will be responsible for processing and monitoring complex procurements for goods such as chemicals, pumps, hydrants parts, and other water treatment equipment / accessories through the Office of Citywide Purchasing. Review and maintain records of proposed and current Agency’s Requirement Contracts. Ensure the utilization of these contracts by Procurement Liaisons. Review specifications to determine accuracy and adequacy and consults with Bureau liaisons to adjust possible discrepancies; Review all submitted requirement contract requests to ensure all documents are completed as required. Serve as a liaison with the DCAS / Office of Citywide Purchasing (OCP) and other oversight agencies. Assist in the management of the Procurement-Card Program and ensuring transactions is in compliance with PPB Rules and agency requirements. Oversee all post-audits of procurement documents associated with the Office of Purchasing Management and the agency operating bureaus.

Requirements

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

• Under general supervision, with considerable latitude for independent initiative and decision making, conduct all small purchase procurement methods and recommendations for award of various goods and services in accordance with PPB Rules, City Charter, and legal requirements. Process contract extensions and modifications (increase, decrease, or cancellation) and insurance certification coverage for service contracts. Review specifications prior to bid solicitation to assure competitive and responsive results; Assist bureaus with outreaching to qualified vendors.
• Collaborate with all responsible parties in utilizing PASSPort for all small purchase procurement methods such as: MWBE Small Purchase, Subscription/ Memberships Exempt procurements, Sole Source, Required Source, Intergovernmental procurements etc. Create Request for Information (RFI), review specification /scope of work, create proposal response grids. Assist in contract administration (create authoring document (contract agreement) and upload contract documents into PASSPort for Legal review and approval, MWBE vendor selection for MWBE Small Purchases, review price proposals, create Determination of Award, Responsibility Determination, contract encumbrances. Notify the Deputy ACCO and Deputy Director via PASSPort notification for review and approval. Inform bureau and supervisor of bid results, awards and registrations via PASSPort. Keep track of movement of tasks throughout the entire procurement process and troubleshoot when necessary. Enter, update and track assigned requisition in Small Purchase and Contract Tracking system (sPACT).
• Review and process complex procurement methods such as small purchase sole source, intergovernmental (OGS/GSA), required source (preferred), MWBE Small Purchase (NCSP) and exempt purchases (PON1, training and memberships). Ensure the utilization of these procurement methods by Bureaus / Procurement Liaisons. Review specifications / scope of work to determine accuracy and adequacy and consults with Bureau to adjust possible discrepancies; if necessary, solicits and evaluates bids to ensure conformity to requirements. Review all submitted requests to ensure all documents are completed as required.
• Assist in the management of the Procurement-Card Program and ensuring transactions is in compliance with PPB Rules and agency requirements. Assist with the post-audits of all procurement documents associated with the Office of Purchasing Management and the agency operating bureaus.
• Act as the Vendor Relations Coordinator for all activities related to the review of Substitute W-9 and Doing Business Accountability Data forms. Review and compile all necessary Substitute W-9 information for entry and approval into FMS database. Review and submit all Doing Business Accountability Data forms to the Mayor Office of Contract Services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees