Assistant Purchasing Agent

Description Duties

Under the direction of the Director of Management and Budget, Deputy Director, and/or other supervisory chain of command, the purchasing unit is responsible for the agency purchasing program and oversees the purchase of a variety of supplies, materials, equipment, and services required by departments/directorates.

Ensures purchasing activities are implemented in accordance with State contracts and open market buying rules and regulations issued by the Department of Law (OAG), Office of General Services (OGS) and the Office of the State Comptroller (OSC).

When applicable, incorporates National Guard Bureau rules for the purchasing of goods and services.

Performs a variety of duties and responsibilities in support of State Active Duty (SAD) military missions, including coordination, purchasing, and reconciliation of hotels, meals, vehicle rentals, and travel arrangements for service members.

Performs responsibilities in accordance with all statutory, agency, and labor contract requirements, and where applicable, in accordance with National Guard Bureau (NGB) standards, specifically those requirements of the Master Cooperative Agreement between NGB and DMNA – current and as amended for all.

Responsibilities

• Receives, reviews and processes requests from agency program departments for the purchasing and or contracting of all types of goods and services.
• Determines proper vendor selection procedures are applied – to be purchased from preferred supplier, through an existing contract, or purchased in the open market.
• Ensures funds are available.
• Prepares and processes purchase orders in accordance with requirements.
• Prepares bid proposals and specifications for items to be placed under contract.
• Ensures all language and procedures meet requirements.
• Prepares for and may preside at bid openings.
• Reviews bids for accuracy and completeness and awards or recommends award of contract based on requirements.
• Processes contracts according to rules and regulations and prepares correspondence accompanying award correspondence.
• Follows up on complaints concerning purchases and requisitions.
• Prepare and process documents and maintain office files and inventory records.
• Plans, schedules and assigns tasks, provides technical guidance and direction and reviews work in progress and upon completion to ensure compliance with guidelines, policy and procedures.
• For all emergency purchasing, ensures goods and services are acquired in accordance with agency requirements, maintains meticulous records, and performs reconciliation of records at completion.
• After emergency activations of New York Military Forces, provides emergency purchase information necessary to complete funding reimbursement requests such as Federal Emergency Management Agency (FEMA).
• Provides assistance to staff when problems arise.
• Interprets procedures and policy and resolves work problems with staff, suggesting and discussing better ways to accomplish tasks.
• Must successfully complete training for any required state and federal specific software and data systems such as the Statewide Financial System (SFS) and the Statewide Learning Management Systems (SLMS).
• Periodic travel will be required (in-state and out-of-state) to other facilities; to attend training; or other requirements related to duties as needed. Travel will utilize various modes of transportation.
• Attend and complete training as required.
• May perform supervisory duties.
• Periodic overtime will be required; at times with short notice, especially during state military emergency responses to domestic operations.

Job Requirements

• Satisfactory completion of five (5) full time years of permanent service in a state position allocated to Salary Grade 9 or higher in which primary duties include accounting, purchasing, bookkeeping, finance, or similar duties and responsibilities.
• An Associate’s degree in a finance or accounting related field and a minimum three (3) years of full time experience in which 50% or more of your time must have included accounting, purchasing, bookkeeping, finance, tabulations and calculations, preparing specifications and reviewing bid proposals, or similar duties and responsibilities and one (1) year of supervisory experience.
• A Bachelor’s degree in a finance or accounting related field and a minimum one (1) year of full time experience in which 50% or more of your time must have included accounting, purchasing, bookkeeping, finance, tabulations and calculations, preparing specifications and reviewing bid proposals, or similar duties and responsibilities and one (1) year of supervisory experience.
• Must be at least 18 years of age and have a high school diploma or GED.
• Must be able to read and write in English.
• Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel.
• Required to have or successfully complete within 90 days of receiving computer access, all SFS, SLMS and other computer training as related to position duties.
• Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York.
• In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required.
• Management confidential employees of same equated grade or higher may be considered if experience meets requirement.
• Military education/training may be substituted on a year-for-year basis provided qualification meets 5 years full-time equivalent experience in which 50% or more of your time must have included accounting, purchasing, bookkeeping, finance, tabulations and calculations, preparing specifications and reviewing bid proposals, or similar duties and responsibilities and one (1) year of supervisory experience.