Purchasing Agent (NY HELPS), CFO-825/01579

Duties Description The New York State Education Department’s (NYSED) Office of the Chief Financial Officer is seeking candidates for a Purchasing Agent position in the Contract Administration Unit. This Unit is responsible for the Department’s procurement, grant-making, and contracting processes. Duties of this position include, but are not limited to, the following: Review purchasing requisitions submitted by program offices. Determine the correct procurement method in accordance with State Finance Law, OGS guidelines, and NYSED internal procedures; Identify when centralized contracts, discretionary purchases, RFQs, sole source, or emergency procurements are appropriate; Develop detailed specifications, bid requirements, scopes of work, and complex RFQs; Conduct market research to identify qualified vendors, pricing, and product availability; Review vendor quotations and assist in evaluation processes. Respond to vendor inquiries related to solicitations, specifications, or procurement rules. Coordinate the preparation, issuance, and tracking of formal and informal solicitations; Recommend vendor selections in accordance with statutory and policy requirements; Prepare purchase orders and ensure all required documentation is complete for internal and external review; Maintain procurement records consistent with audit and retention requirements; Provide direction and daily oversight to the Assistant Purchasing Agent. Provide guidance and training to internal staff on purchasing processes; Review and approve RFQs, requisition analyses, and purchasing documents prepared by the Assistant Purchasing Agent; Assist the Senior Purchasing Agent with complex or time sensitive procurement initiatives; Ensure adherence to MWBE/SDVOB requirements, statutory thresholds, and internal controls; Stay current on changes in procurement laws, OGS guidance, and statewide purchasing policies; and Recommend improvements to NYSED purchasing procedures and workflows. Minimum Qualifications NY HELPS This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified. NON-COMPETITIVE MINIMUM QUALIFICATIONS: To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are: Six years of purchasing experience which includes being responsible for the purchase of a wide variety of supplies, materials, equipment, and services. Substitution: An associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience. PROMOTION: Current NYSED employees must have one year of permanent competitive service as an Assistant Purchasing Agent or Office Assistant 3 (Calculations). COMPETITIVE MINIMUM QUALIFICATIONS: Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter. 55b/c Appointment: This position is eligible for 55b/c designation …

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