Purchasing Assistant

District Attorney New York County•New York, NY

6d•Hybrid

About The Position

The New York County District Attorney's Office (DANY) has an opening for a Purchasing Assistant in its Procurement and Contract Management Unit. In this position, the Purchasing Assistant is responsible for supporting the Unit as needed. Responsibilities include but are not limited to: Utilize various City systems, including Department of Citywide Administrative Services (DCAS), Office of Technology and Innovation (OTI), and NYC’s Financial Management System (FMS). Assist the Unit with processing invoices including but not limited to: obtain complete and accurate invoices, verify prices are in compliance with purchase order terms, log information in internal database, and coordinate with other units for complete invoice approvals and processing. Confer with project managers to ensure contract compliance and conformance to applicable law and underlying purchase order requisitions. Attend project meetings and trainings, as required. Create and maintain reports for invoices, expenditures, and inventory. Draft correspondence and other written materials. Perform market research and obtain quotes. Create excel spreadsheet for reporting purposes. Provide administrative support such as but not limited to, order supplies, submit requisitions, and scan documents. Perform related tasks assigned by the Unit.

Requirements

High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or Education and/or experience which is equivalent to "1" above.
Level 1 – An associate degree or 60 semester credits from an accredited college and one (1) year of satisfactory experience in procurement, purchasing, contract administration, invoice processing, or administrative support related to public sector operations.
Level 2 – An associate degree or 60 semester credits from an accredited college and two (2) years of satisfactory experience in procurement, purchasing, contract administration, invoice processing, or administrative support related to public sector operations.
Level 3 – An associate degree or 60 semester credits from an accredited college and three (3) years of satisfactory experience in procurement, purchasing, contract administration, invoice processing, or administrative support related to public sector operations.
Level 4 – An associate degree or 60 semester credits from an accredited college and four (4) years of satisfactory experience in procurement, purchasing, contract administration, invoice processing, or administrative support related to public sector operations.
Authorization to work in the United States is required for this position.

Nice To Haves

Ability to follow directions and apply proper policies, procedures, and guidelines.
Excellent written, verbal, organizational, and communication skills.
Must be able to perform under pressure in a fast-paced environment; able to multi-task and meet deadlines.
Ability to apply critical and strategic thinking.
Must be extremely detail-oriented, self-motivated, highly organized, resourceful, and reliable.
Experience culling and analyzing large amounts of data from numerous sources.
Must be a team player, work well with others and possess excellent communications skills.
Proficiency in Microsoft Word and Excel.
Ability to update and edit existing databases.

Responsibilities

Utilize various City systems, including Department of Citywide Administrative Services (DCAS), Office of Technology and Innovation (OTI), and NYC’s Financial Management System (FMS).
Assist the Unit with processing invoices including but not limited to: obtain complete and accurate invoices, verify prices are in compliance with purchase order terms, log information in internal database, and coordinate with other units for complete invoice approvals and processing.
Confer with project managers to ensure contract compliance and conformance to applicable law and underlying purchase order requisitions.
Attend project meetings and trainings, as required.
Create and maintain reports for invoices, expenditures, and inventory.
Draft correspondence and other written materials.
Perform market research and obtain quotes.
Create excel spreadsheet for reporting purposes.
Provide administrative support such as but not limited to, order supplies, submit requisitions, and scan documents.
Perform related tasks assigned by the Unit.