Assistant Purchasing Agent
New York State Center for Recruitment & Public Service, Latham, NY, United States
Duties and Role Overview
Under the direction of the Director of Management and Budget, Deputy Director, or other supervisory chain of command, the purchasing unit is responsible for the agency purchasing program and oversees the purchase of a variety of supplies, materials, equipment, and services required by departments and directorates. The incumbent ensures that purchasing activities are implemented in accordance with State contracts, open‑market buying rules, and other regulations issued by the Department of Law (OAG), Office of General Services (OGS), and the Office of the State Comptroller (OSC). When applicable, the incumbent properly incorporates National Guard Bureau rules for the procurement of goods and services.
In the unique environment of DMNA, Purchasing Agents support State Active Duty (SAD) military missions by coordinating, purchasing, and reconciling hotels, meals, vehicle rentals, and travel arrangements for service members.
Responsibilities
Receive, review, and process requests from agency program departments for the purchase and/or contracting of goods and services.
Ensure proper vendor selection procedures are applied, including procurement from preferred suppliers, existing contracts, or open‑market purchases.
Verify that funds are available before proceeding with procurements.
Prepare and process purchase orders in accordance with requirements.
Prepare bid proposals and specifications for items to be placed under contract, ensuring language and procedures meet requirements; may preside over bid openings.
Review bids for accuracy and completeness and recommend award of contract based on requirements.
Process contracts according to rules and regulations and prepare correspondence accompanying award communication.
Follow up on complaints concerning purchases and requisitions.
Prepare and process documents and maintain office files and inventory records.
Plan, schedule, assign tasks, provide technical guidance, and review work in progress to ensure compliance with guidelines, policy, and procedures.
For emergency purchasing, ensure goods and services are acquired in accordance with agency requirements, maintain meticulous records, and reconcile at completion.
After emergency activations of New York Military Forces, provide emergency purchase information necessary for funding reimbursement requests such as FEMA.
Assist staff when problems arise, interpret procedures and policy, and resolve work problems while suggesting improvements.
Successfully complete required state and federal software and data system training such as the Statewide Financial System (SFS) and the Statewide Learning Management System (SLMS).
Travel periodically (in‑state and out‑of‑state) to other facilities, attend training, or fulfill other duty‑related requirements. Travel will utilize various modes of transportation.
Attend and complete training as required.
May perform supervisory duties.
Work overtime periodically, especially during short‑notice state military emergency responses to domestic operations.
Perform other job duties as assigned.
Job Requirements
Complete, within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS, and SLMS.
Proficient in common computer software systems, specifically Microsoft Office Suite.
Working knowledge of effective interview and study techniques.
Working knowledge of budgeting and finance principles, cost analysis, monitoring, and forecasting of fund expenditures.
Knowledge of applicable federal and state laws, rules, and regulations.
Strong organizational skills and ability to work in a high‑volume, fast‑paced office environment.
Ability to gather and analyze fiscal information and draw logical conclusions.
Ability to organize, consolidate, and prepare written material and tabular information into clear, concise reports and presentations.
Ability to identify errors in data, design, or fiscal problems and recommend solutions.
Ability to perform tasks independently without supervision.
Ability to interact well with co‑workers, outside agency staff, and management comprised of both Federal and State personnel.
Experience in multitasking and prioritizing multiple deadlines.
Strong verbal and written communication skills.
Ability to train subordinates and others as necessary to operations.
Ability to read and write in English.
Demonstrated reliability and trustworthiness.
Ability to supervise subordinate staff.
Additional Preferred Skills
Experience working with SFS.
Working knowledge of agency and Division of the Budget guidelines, procedures, and policies governing the budget process.
Working knowledge of Office of the State Comptroller rules and regulations governing the maintenance of fiscal records.
Knowledge of federal and state budgetary and purchasing procedures.
Familiarity with general state and/or federal operational policies and procedures.
Supervisory experience.
Minimum Qualifications
• Satisfactory completion of five (5) full‑time years of permanent service in a state position at Salary Grade 9 or higher, primarily in accounting, purchasing, bookkeeping, finance, or similar duties.
• OR an Associate’s degree in a finance or accounting related field and a minimum of three (3) full‑time years of experience, with 50% or more of the time spent in accounting, purchasing, bookkeeping, finance, tabulation, and calculation tasks, including preparing specifications and reviewing bid proposals, plus at least one (1) year of supervisory experience.
• OR a Bachelor’s degree in a finance or accounting related field and a minimum of one (1) full‑time year of experience, with 50% or more of the time spent in the same duties as above, plus at least one (1) year of supervisory experience.
Must be at least 18 years of age and have a high school diploma or GED; read and write in English; familiar with and able to use common software programs such as Microsoft Word and Excel; maintain a valid driver’s license; and, in accordance with NGB standards, obtain and maintain a favorable background investigation and an appropriate clearance (NACI or higher).
Additional Comments
Current Start Rate: $56,506
Job Rate: $68,630 (all hires begin at the Start Rate unless prior state experience permits a step increase as determined by OSC).
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Under the direction of the Director of Management and Budget, Deputy Director, or other supervisory chain of command, the purchasing unit is responsible for the agency purchasing program and oversees the purchase of a variety of supplies, materials, equipment, and services required by departments and directorates. The incumbent ensures that purchasing activities are implemented in accordance with State contracts, open‑market buying rules, and other regulations issued by the Department of Law (OAG), Office of General Services (OGS), and the Office of the State Comptroller (OSC). When applicable, the incumbent properly incorporates National Guard Bureau rules for the procurement of goods and services.
In the unique environment of DMNA, Purchasing Agents support State Active Duty (SAD) military missions by coordinating, purchasing, and reconciling hotels, meals, vehicle rentals, and travel arrangements for service members.
Responsibilities
Receive, review, and process requests from agency program departments for the purchase and/or contracting of goods and services.
Ensure proper vendor selection procedures are applied, including procurement from preferred suppliers, existing contracts, or open‑market purchases.
Verify that funds are available before proceeding with procurements.
Prepare and process purchase orders in accordance with requirements.
Prepare bid proposals and specifications for items to be placed under contract, ensuring language and procedures meet requirements; may preside over bid openings.
Review bids for accuracy and completeness and recommend award of contract based on requirements.
Process contracts according to rules and regulations and prepare correspondence accompanying award communication.
Follow up on complaints concerning purchases and requisitions.
Prepare and process documents and maintain office files and inventory records.
Plan, schedule, assign tasks, provide technical guidance, and review work in progress to ensure compliance with guidelines, policy, and procedures.
For emergency purchasing, ensure goods and services are acquired in accordance with agency requirements, maintain meticulous records, and reconcile at completion.
After emergency activations of New York Military Forces, provide emergency purchase information necessary for funding reimbursement requests such as FEMA.
Assist staff when problems arise, interpret procedures and policy, and resolve work problems while suggesting improvements.
Successfully complete required state and federal software and data system training such as the Statewide Financial System (SFS) and the Statewide Learning Management System (SLMS).
Travel periodically (in‑state and out‑of‑state) to other facilities, attend training, or fulfill other duty‑related requirements. Travel will utilize various modes of transportation.
Attend and complete training as required.
May perform supervisory duties.
Work overtime periodically, especially during short‑notice state military emergency responses to domestic operations.
Perform other job duties as assigned.
Job Requirements
Complete, within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS, and SLMS.
Proficient in common computer software systems, specifically Microsoft Office Suite.
Working knowledge of effective interview and study techniques.
Working knowledge of budgeting and finance principles, cost analysis, monitoring, and forecasting of fund expenditures.
Knowledge of applicable federal and state laws, rules, and regulations.
Strong organizational skills and ability to work in a high‑volume, fast‑paced office environment.
Ability to gather and analyze fiscal information and draw logical conclusions.
Ability to organize, consolidate, and prepare written material and tabular information into clear, concise reports and presentations.
Ability to identify errors in data, design, or fiscal problems and recommend solutions.
Ability to perform tasks independently without supervision.
Ability to interact well with co‑workers, outside agency staff, and management comprised of both Federal and State personnel.
Experience in multitasking and prioritizing multiple deadlines.
Strong verbal and written communication skills.
Ability to train subordinates and others as necessary to operations.
Ability to read and write in English.
Demonstrated reliability and trustworthiness.
Ability to supervise subordinate staff.
Additional Preferred Skills
Experience working with SFS.
Working knowledge of agency and Division of the Budget guidelines, procedures, and policies governing the budget process.
Working knowledge of Office of the State Comptroller rules and regulations governing the maintenance of fiscal records.
Knowledge of federal and state budgetary and purchasing procedures.
Familiarity with general state and/or federal operational policies and procedures.
Supervisory experience.
Minimum Qualifications
• Satisfactory completion of five (5) full‑time years of permanent service in a state position at Salary Grade 9 or higher, primarily in accounting, purchasing, bookkeeping, finance, or similar duties.
• OR an Associate’s degree in a finance or accounting related field and a minimum of three (3) full‑time years of experience, with 50% or more of the time spent in accounting, purchasing, bookkeeping, finance, tabulation, and calculation tasks, including preparing specifications and reviewing bid proposals, plus at least one (1) year of supervisory experience.
• OR a Bachelor’s degree in a finance or accounting related field and a minimum of one (1) full‑time year of experience, with 50% or more of the time spent in the same duties as above, plus at least one (1) year of supervisory experience.
Must be at least 18 years of age and have a high school diploma or GED; read and write in English; familiar with and able to use common software programs such as Microsoft Word and Excel; maintain a valid driver’s license; and, in accordance with NGB standards, obtain and maintain a favorable background investigation and an appropriate clearance (NACI or higher).
Additional Comments
Current Start Rate: $56,506
Job Rate: $68,630 (all hires begin at the Start Rate unless prior state experience permits a step increase as determined by OSC).
#J-18808-Ljbffr