Procurement Administrator

** On your cover letter indicate that you have a permanent Procurement Analyst title or reachable on the Procurement Analyst list.

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 6000 employees. DEPs water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the systems 2000 square mile watershed that extends 125 miles north and west of the city.

The Agency Chief Contracting Office (ACCO) is responsible for directing and managing the agencys procurement. The ACCOs Office works cooperatively with DEPs operational and support bureaus to manage the procurement process to support their programs and operations requiring capital construction projects supplies and services such as construction and construction-related professional services primarily engineering. The ACCO also coordinates with the Mayors Office of Contract Services (MOCS) the Comptrollers Office the Office of Management and Budget and other agencies. The ACCOs Office consists of ten (10) organizational groups: Contract Management Special Projects Contract Administration Contract Compliance and Opportunities Administrative Services Purchasing Management Payments and Accounting Contracts Review Large Contract Payments and Process Optimization/Change Management.

The Competitive Sealed Bids (CSB) Unit is responsible for managing procurements by way of Competitive Sealed Bids (CSB) and Emergency Contracts. The Unit is responsible for ensuring all procurements are consistent with the Citys Procurement Policy Board Rules. The Unit manages procurement timelines; reviews contract documents; coordinates each bid with DEP Budget BLA MOCS and Corporation Counsel. Tasks associated with CSB includes: general document management; bid advertisement; bid opening; contract compliance document review; coordinating bureaus and vendor meetings; working with vendors to complete all required documents in advance of contract execution; and providing recommendations for internal policies and procedures. The Unit routinely updates both internal and external procurement tracking systems such as PACT FMS and PASSPort from pre-solicitation to registration of contract with the Comptrollers Office.

The Procurement Administrator is responsible for ensuring that all procurements are managed within NYCs PASSPort system in accordance with the Procurement Policy Board Rules (PPB) and other applicable rules regulations and policies while meeting Agency operational and other needs. Workload is managed to ensure all agency needs are met including capital commitment. Issues and questions are handled expeditiously to ensure smooth processes.

Job duties and responsibilities are outlined below:

Pre-Solicitation Reports (PSRs) specifications Schedule As Recommendations for Award (RFAs) Responsibility Determinations (RDs) insurance and registration packages. Ensure all documents are uploaded to the appropriate folder with PASSPort for electronic submission to the Comptroller. Manages responses to Comptroller questions. Oversees public bid openings.

procedures for auditing apparent low bid to determine responsiveness; ensure vendors provide bid bonds and/or security if required acknowledged receipt of all addenda signed all Bid requirements including Apprenticeship Local Law 1 (NYCs M/WBE Program) and Project Labor Agreement PLA. Ensure the bidders calculations are correct; if not notify the bidder to make corrections. Receive Bid estimate and complete Bid Tab Spreadsheet. Distribute Bid information to the ACCO Contract Management and Contract Compliance.

unit supervisor in response to various requests: (The Mayors Office of Contract Services (MOCS) NYC Law Department OMB the NYC Comptroller and other agencies or oversights as required; coordinate requested modifications with user bureau personnel; communicate with other offices within ACCO including Office of Contract Opportunities) for M/WBE programs PLA applicability and other requirements.

PASSPort for all procurement actions: Monitor RFX activity discussion forum questions attend pre-bid presentations. Upload attachments documents and forms as required; ensure all required changes and modifications are made; keep track of movement of tasks throughout the entire procurement process and troubleshoot when necessary.

the Agencys internal tracking data base (PACT) as milestone dates are met; Responsible for maintaining PACT for pre-bid bid tabulations and post-bid milestones; produce standard reports for weekly procurement meetings as well as specialized reports on as needed basis. Prepares Notice of Award Commence Work Bid Rejection and Bid Withdraw letters. Uploads all registered contracts and commence work letters into the ACCO SharePoint system for agency-wide use.

PROCUREMENT ANALYST - 12158

Qualifications :

1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods services construction or construction-related services or professional technical or administrative experience in contract negotiation/management; or
2. An associate degree or completion of 60 semester credits from an accredited college and 18 months of satisfactory full-time professional experience as described in 1 above; or
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in 1 above; or
4. A combination of education and/or experience equivalent to 1 2 or 3 above. College education may be substituted for professional experience under 2 or 3 above at the rate of 30 semester credits from an accredited college for 6 months of experience. However all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in 1 above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II individuals must have after meeting the minimum requirements either one year served at Assignment Level I or one additional year of the experience described in 1 above.
To be eligible for placement in Assignment Level III individuals must have after meeting the minimum requirements either one year served at Assignment Level II or two additional years of the experience described in 1 above at least one year of which must have been supervisory or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

Additional Information :

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic including but not limited to an individuals sex race color ethnicity national origin age religion disability sexual orientation veteran status gender identity or pregnancy.

Remote Work :

No

Employment Type :

Full-time