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Review Vacancy

Date Posted 08/19/16

Applications Due09/02/16

Vacancy ID32465

AgencyHomes and Community Renewal

TitleSenior Purchasing Agent

Occupational CategoryFinancial, Accounting, Auditing

Salary Grade23

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $67703 to $85635 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address 641 Lexington Ave

City New York

StateNY

Zip Code10022

Minimum Qualifications Bachelor’s degree with 3 to 5 years of State procurement experience
Excellent oral and written communication skills
Ability to establish effective working relationships with staff and outside contacts
Strong organizational and analytical skills
Must be able to multi-task and prioritize workload
Must be able to work under pressure
Ability to generate worthwhile new ideas or techniques having practical applications
Must be able to handle confidential information appropriately and to exercise care in safeguarding proprietary information
Willingness to accept additional responsibility and to acquire additional expertise through training, experience and education.
Ability to be precise and good facility in making distinctions
Excellent word processing, spreadsheet and other computer skills; proficient in SFS
Self-starter
Ability to work independently and as part of a team


*MUST BE IMMEDIATELY REACHABLE ON THE CIVIL SERVICE LIST OR IN A CIVIL SERVICE TITLE ELIGIBLE FOR TRANSFER.*

Duties Description The Senior Purchase Agent, a team member of the Contract Unit of New York State Homes and Community Renewal (HCR), will work closely with the Contract Officer. The Senior Purchase Agent will perform and be responsible for a wide range of tasks that include, but are not limited to, all the procurement steps involved from the initial identification of an Agency procurement need to execution of a contract. Some of the more common assignments will include requests for proposals (RFP) processes, requests for qualifications (RFQ) processes, information for bids (IFB) processes, new contract administration, amendments and extensions to existing contracts together with initiating and approving contracts and purchase orders into the State Financial System (SFS).

The Senior Purchase Agent primarily focuses on State-funded procurements, but will also assist the Contract Unit in other procurement and contract activities.

Under the guidance of the Contract Officer, the Senior Purchase Agent will work with control entities such as the DHCR Budget Office, the State’s Office of the Attorney General, the State’s Office of General Services and the State’s Office of the State Comptroller in obtaining necessary information and approvals and responding to inquiries by the control entities.

Under the supervision of the Contract Officer, the duties of the Senior Purchase Agent position include, but are not limited to, the following tasks:

1. Develops IFBs, RFPs, and RFQs, including Sole and Single Source contracts, to ensure the process clearly and accurately details the goods or services required, in accordance with the State’s Procurement Guidelines and other regulatory directives. Collaborates with HCR staff to produce bidding documents which are clear, concise and objective. Communicates all Agency procurement directives to potential respondents. Accommodates Agency program staff in meeting the Agency’s procurement needs and goals, including Diversity Practices, funding sources, and determining reasonableness of costs.

2. Drafts evaluation tools, conducts bid openings, evaluates bid documents and resolves issues involving documentation and other outstanding proposal/bid related matters.

3. Negotiates, when appropriate, the terms, rates and conditions of proposed contracts. Responds to inquiries relating to the purchasing and contracting process.


4. Documents procurement activities for the Procurement Record and control agencies.

5. Assists Contract Officer with developing and implementing agency procurement policies in response to control agency directives and HCR management priorities in accordance with the NYS Procurement Council’s Procurement Guidelines.

6. Acts as the liaison between control agencies, contractors, and agency management and staff to coordinate and expedite the review, negotiations and approvals needed to obtain the goods and services needed within the Agency’s required timeframe.

7. Utilizes SFS for creating contracts and associated purchase orders ensuring that funding is coming from authorized and correct sources.

8. Consults with Budget unit staff to determine how much funding is available for procurements and assists with the projection of program areas’ fiscal needs for procuring goods and services during current and upcoming fiscal years.

9. Provides annual and quarterly procurement-related reports to the NYS Contract Reporter, State’s Office of General Services and Empire State Development as required by law. Posts notices of procurement and notices of contract awardees as needed. Follows up and keeps abreast with emerging technologies, procurement trends, and proposed regulations and rules which could affect the agency.

10. Reviews modifications and contract amendments to determine the impact on the contract and to ensure continued compliance with applicable regulations. Contacts and responds to potential contractors and other parties with respect to awards, contract status, and requests to be placed on Agency bidding lists. Assists agency staff in the development and distribution of appropriate bidders’ lists. Assists agency’s Freedom of Information Law (FOIL) officer by supplying information and supporting materials to support the officer’s response to inquiries submitted under FOIL.

11. Ensures that all procurements comply with the rules, regulations and procedures.


Additional Comments *MUST BE IMMEDIATELY REACHABLE ON THE CIVIL SERVICE LIST OR IN A CIVIL SERVICE TITLE ELIGIBLE FOR TRANSFER.*

Please provide current resume when applying.

Additional location pay of $3,026

Some positions may require additional credentials or a background check to verify your identity.

Name Isabella Sainato

Telephone 518-486-1606

Fax 518-486-5007

Email Address Isabella.Sainato@nyshcr.org

Address

Street 38-40 State St

City Albany

State NY

Zip Code 12207

 

Notes on ApplyingPlease submit a current resume. Must be immediately reachable on the Civil Service list or eligible for transfer. If you are not on the list, or in a civil service title eligible for transfer, you are not eligible for this position.

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