Purchasing Officer

About the role

The Office of Purchasing and Contracts serves as the central procurement unit entrusted with overseeing the procurement of goods and services on behalf of the Department of Finance. This office manages the department's current contract portfolio and ensures compliance with DOF's Minority and Woman-Owned Enterprise (M/WBE) program.

Responsibilities

• Procure goods and services, from receipt of purchase request to registration, while complying with the PPB Rules, Comptroller's Directives, Chapter 13 of the City Charter, Agency requirements, and appropriate guidelines.
• Manage all transactions for the Agency's centralized procurement card (P-Card) account, maintain accurate records, validate transactions against supporting documentation, and ensure adherence to Citywide P-Card policies and guidelines.
• Perform all activities associated with various procurement methods, including but not limited to M/WBE Small Purchase, Intergovernmental, Subscription - PPB Exempt, Sole Source, Required Method, Small Purchase, Micropurchase, and Direct Orders against DCAS & OTI Master Agreements.
• Draft & review procurement documents to ensure conformity with the Agency requirements and City mandates.
• Interact with the end users on development of procurements and assist in providing general instructions in preparation for requisitions.
• Cook with program personnel to ensure that user needs are satisfied in a timely, cost-effective manner, and that technical specifications are in compliance with all applicable regulations.
• Interact with vendors, for negotiation of terms & conditions, pricing, and ensure that procurement documents are clearly understood by vendors/contractors.
• Conduct thorough research relating to Contractor's capability and business integrity by processing responsibility determinations.
• Consult with and advise superiors and program personnel on any problems relating to the procurement of goods and services.
• Ensure compliance with requirements of Minority and Women-owned Business Enterprise Development Program & Citywide Insurance requirements for vendors.
• Liaise with DOF Budget team, DOF Legal team, MOCS, OMB, Law Department, Comptroller's Office, SBS, Minority and Women Owned Business Enterprises Offices as needed to complete agency procurements.
• Analyze existing procurement processes to determine the potential for efficiency improvements.
• Assist with special projects as assigned.

Qualifications

• 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;
• 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;
• 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.

Preferred Skills

• Strong knowledge of New York City Charter, the Administrative Code of the City of New York, and Procurement Policy Board Rules.
• Strong familiarity with NYC procurement methods.
• Experience with City's procurements systems, such as PASSPort, FMS, & DMSS.
• Effective, clear, and persuasive oral and written communication skills.
• Strong organizational skills.
• Ability to adapt to a fluid work environment and changing needs and priorities.