Procurement Coordinator

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 Bureau of Water Supply seeks to hire a Staff Analyst I for the Strategic Services Division Drinking Water Operations Directorate located in Hawthorne New York.
The Strategic Services Division is responsible for the operation maintenance and procurement of all water supply assets related to NYC Water Supply. The division also provides support for the Asset Management and Computerized Maintenance Management System (CMMS) leveraging technology to manage critical water supply assets through the implementation of corrective and preventive maintenance programs inspection and testing for the Bureau of Water Supply.

Under supervision of the Drinking Water Operations Chief of Procurement and Budget the Staff Analyst I will serve as Procurement Coordinator and will perform routine administrative duties including data entry document filing scanning photocopying and managing email correspondence to support procurement operations. Specific duties include:

- Coordinating and tracking procurement deadlines and ensure timely communication of critical updates to Divisional staff.

- Preparing reports summaries and progress updates related to procurement activities.

- Scheduling preparing for and participating in procurement meetings conveying relevant information to staff as needed.

- Working closely with the procurement team to monitor daily activities and submit weekly summaries of key issues and developments to the Drinking Water Operations Chief of Procurement and Budget.

- Responding to inquiries from end users and bureau staff and following up on procurement discrepancies to ensure timely resolution.

- Providing basic procurement training and data entry assistance to end users to support an efficient procurement process.

- Ensuring all purchase requests submitted via SharePoint are completed and processed correctly.

- Using internal systems software databases and standardized forms to facilitate procurement tasks.

- Ensuring submission of all required procurement documentation to meet bureau processing needs.

- Performing all administrative duties methodically accurately and professionally.

- Maintaining appropriate contacts with vendors to provide order packing slips invoices insurance certificates etc. and submit them for approval to mitigate any procurement issues.

- Coordinating with division staff to obtain necessary documents approvals and signatures for efficient procurement workflow.

- Liaising with Bureau Procurement team to ensure vendor payments have been made and track payment status to complete the procurement process.

- Soliciting quotes from vendors and coordinating with end user on appropriate vendor selection.

- Coordinating with vendors to resolve problems concerning the receipt of goods and/or services or for account payable related issues.

- Coordinating with bureau procurement staff to obtain status on notice of awards approvals etc. to expedite orders for division.

- Coordinate and track deadlines within the Directorate and Communicate appropriate information to staff within the division.



(This is a brief description of what you might do in this position and does not include all the duties of this position.)



Preferred Skills:

- Experience with Microsoft Office 365 MS Office 365 suite including Word Excel Outlook Power BI SharePoint and PowerPoint

- Experience in procurement preferred

- Ability to manage multiple priorities and to meet deadlines

- Attention to detail and commitment to accuracy

- Ability to grasp new concepts approaches and systems

- Ability to write in a concise and organized manner

- Highly responsive to work assignments and project related needs and completes assignments on time

- Ability to assign priorities to tasks

- Punctuality

- Strong organizational and communication skills.

- Analytical ability

- Ability to parse information to draw conclusions make decisions and advise others

- Interpersonal skills

- Technical writing expertise

- Ability to work in high volume office

- Ability to hold productive meetings yielding meeting notes with clear goals & action items

- Time management and the ability to manage multiple projects simultaneously

- Familiar with industry value added practices to perform Knowledge Management

- Conscientious

- Information sharing

- Critical and analytical thinking



Hours and Shift:

35 Hours per week. May be required to work shifts including nights Saturdays Sundays and holidays.



Work Location:

15 Skyline Drive

Hawthorne NY 10532

Hawthorne is a hamlet in the Town of Mount Pleasant Westchester County New York approximately 30 miles north of New York City.

STAFF ANALYST - 12626

Qualifications :

A masters 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; or

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 States 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.

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