Procurement Coordinator

About the role

The Bureau of Water Supply seeks to hire an experienced Staff Analyst Level I to serve as the Procurement Coordinator in the Strategic Services Unit working in the Drinking Water Operations (DWO) Directorate upstate, New York.

Responsibilities

• Perform routine administrative duties including data entry, document filing, scanning, photocopying, and managing email correspondence to support procurement operations.
• Organize and track procurement deadlines and ensure timely communication of critical updates to Divisional staff.
• Prepare reports, summaries, and progress updates related to procurement activities.
• Schedule, prepare for, and participate in procurement meetings, conveying relevant information to staff as needed.
• Work closely with the procurement team to monitor daily activities and submit weekly summaries of key issues and developments to the Chief of Procurement and Budget.
• Respond to inquiries from end users and bureau staff; follow up on procurement discrepancies to ensure timely resolution.
• Provide basic procurement training and data entry assistance to end users to support an efficient procurement process.
• Maintain daily coordination with the procurement team and provide a weekly bullet summary highlighting significant issues and concerns to the Chief of Procurement and Budget.
• Ensure all SharePoint purchase requests are completed and processed correctly.
• Use internal systems, software, databases, and standardized forms to facilitate procurement tasks.
• Ensure submission of all required procurement documentation to meet bureau processing needs.
• Perform all administrative duties methodically, accurately, and professionally.
• Maintain appropriate contacts with vendors to provide order packing slips, invoices, insurance certificates etc. and submit them for approval to mitigate any procurement issues.
• Connect with division staff to obtain necessary documents, approvals and signatures for efficient procurement workflow.
• Laise with Bureau Procurement team to ensure vendor payments have been made, and track payment status to complete the procurement process.
• Solicits quotes from vendors and coordinate with end user on appropriate vendor selection.
• Integrate with vendors to resolve problems concerning the receipt of goods, and/or services, or for account payable related issues.
• Collaborate with MS&B procurement staff to obtain status on notice of awards, approvals etc., to expedite orders for division.
• Maintain liaison with other divisions within the Directorate for purchase alignment and documentation.
• Coordinate and track deadlines within the Directorate and Communicate appropriate information to staff within the division.
• Comply with EH&S procedures that relate to work assignments and work environment.

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;
• 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.

Qualifications

• Analyzed ability
• Strong organizational, interpersonal, and communication skills
• Technical writing expertise
• Critical and analytical thinking
• Grasps new concepts, approaches and systems
• Punctuality
• Keeps accurate records
• Proficiency in Microsoft Office 365 suite including Word, Excel, Outlook, Power BI, SharePoint and PowerPoint and financial information technology systems or databases.
• Ability to manage multiple priorities and meet deadlines
• Attention to detail and commitment to accuracy
• Experience in procurement preferred

Skills

• Analytical ability
• Strong organizational, interpersonal, and communication skills
• Technical writing expertise
• Critical and analytical thinking
• Grasps new concepts, approaches and systems
• Punctuality
• Keeps accurate records
• Proficiency in Microsoft Office 365 suite including Word, Excel, Outlook, Power BI, SharePoint and PowerPoint and financial information technology systems or databases.
• Ability to manage multiple priorities and meet deadlines
• Attention to detail and commitment to accuracy
• Experience in procurement preferred

Benefits

Salary range: $62,517.00 – $85,114.00