Procurement Analyst

New York City; Manhattan (KS); Hybrid; USD 65,000 - 90,000; Full time

Job summary

The City of New York's Department of City Planning is seeking a Procurement Analyst to support the Fiscal Division's procurement operations. You will process goods and services requests, ensure compliance with PPB Rules and city directives, and help manage vendor interactions and reporting.

Reporting to the Agency Chief Contracting Officer, you will work with multiple units, utilize FMS and PASSPort, and may participate in remote work up to two days per week.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• Experience managing procurements from start to finish.
• Ability to adapt to a fluid work environment and changing priorities.

Responsibilities

• Analyze incoming procurement requests to determine appropriate procurement methods.
• Support agency units to meet purchasing needs efficiently and in compliance with policies.
• Collaborate with Fiscal and business units to address funding needs and gather technical requirements.
• Process purchases via FMS, PASSPort, NYS/NYC contract portals, and micro-purchases.
• Manage encumbrances and assist with PO closeouts.
• Correspond with vendors, obtain quotes, and resolve order issues.
• Process p-card purchases and perform monthly reconciliations.
• Assist with contract registration and bid/solicitation preparations.
• Maintain procurement trackers and generate reports.
• Perform other ad-hoc duties as assigned.

Skills

Procurement Rules

FMS

PASSPort

City Systems

Vendor Management

Negotiation

Analytical Skills

Organizational Skills

Communication

Education

Bachelor's degree

Associate degree + experience

High school diploma + experience

Tools

FMS

PASSPort

City Record Online

Checkbook

Job description

THE AGENCY
The Department of City Planning (DCP) plans for the future of New York City, working to create thriving and dynamic neighborhoods with access to housing and jobs, resilient infrastructure, and a vibrant public realm. The Department engages communities to develop inclusive plans, expands housing access and economic opportunity, and plans for long-term sustainability.

DCP supports the City Planning Commission in its annual review of hundreds of land use applications. The Department also advises on citywide strategic and capital planning, analyzes data, conducts policy analysis, and creates open data and civic engagement tools. DCP is also the custodian of the official City Map, which designates streets, parks and other public places.

Department of City Planning offers staff meaningful opportunities to help shape the future of New York City and address some of its most pressing challenges. The Department values public service, collaboration, and creativity, and supports professional development. Learn more about DCP and view current job openings at www.nyc.gov/planning.

THE DIVISION
DCP’s Fiscal Division strives to improve the agency’s financial responsibility and operational effectiveness by providing information, analysis, and administrative and technical support to programs and divisions throughout the agency. The Fiscal team’s daily operations include, but are not limited to, procurement, grant management, accounting for both payments and receivables, budgeting and financial reporting.

Within DCP’s Fiscal Division, the Procurement Unit oversees the acquisition of goods and services for programs and teams across the agency, ensuring compliance with all applicable rules, laws, and mandates, including but not limited to Procurement Policy Board (PPB) Rules, State and Federal procurement policies, NYC Comptroller Directives, Mayor’s Directives, Department of Citywide Administrative Services’ guidelines, and the City Charter. The Procurement Unit also manages the agency’s existing portfolio of contracts and DCP’s Minority and Women‑Owned Enterprise (M/WBE) program.

THE JOB
The Procurement team is seeking to hire a detail-oriented, highly motivated Procurement Analyst. Reporting to the Agency Chief Contracting Officer, the Procurement Analyst will be responsible for processing goods and services requests associated with various procurement methods for divisional needs while adhering to the City's PPB Rules, State and Federal Procurement requirements as applicable, and other Citywide Directives.

Under the supervision of the Agency Chief Contracting Officer, the selected candidate will be expected to assist the Procurement Division with an array of procurement functions and related tasks including but not limited to:

• Analyzing incoming procurement requests to determine appropriate procurement methods and reviewing request details for accuracy and adequacy.
• Supporting agency business units to meet purchasing needs efficiently and expeditiously, ensuring purchases are made in adherence with internal and external procurement policies and procedures.
• Working closely with Fiscal and business units to address funding needs for purchases and gathering technical requirements, respectively.
• Utilizing FMS, PASSPort and OCP Portals to process purchases under New York State Requirement Contracts, New York City Requirement Contracts, Punch-Out (DO1) Catalogs, and/or Micro‑purchase orders.
• Processing encumbrance increases and decreases as needed to facilitate payment processing and PO closeouts.
• Corresponding with vendors, obtaining quotes, responding to vendor inquiries, and troubleshooting order issues that may arise.
• Processing p‑card purchases in compliance with Citywide P‑Card Purchasing Policies and Requirements and performing monthly p‑card reconciliations and reporting tasks.
• Supporting larger contract processes, such as preparing bid and/or solicitation specifications, facilitating contract registration, etc.
• Performing data entry, maintaining agency procurement trackers and records, and preparing various reports, etc.
• Performing other ad‑hoc tasks as assigned.

PREFERRED SKILLS:

• Knowledge of all Procurement Policy Board Rules.
• Knowledge of City systems including FMS, PASSPort, The City Record Online, Checkbook, etc.
• Experience managing procurements from start to completion.
• Ability to adapt to a fluid work environment and changing needs and priorities.
• Strong analytical and negotiation skills.
• Strong organizational skills.
• Effective, clear and persuasive oral and written communications.

IMPORTANT: Only candidates with permanent Civil Service status in the Procurement Analyst civil service title, those considered reachable on the Procurement Analyst active civil service list (exam #1194), or those serving in a comparable civil service title can be considered for this position.

Please include a copy of your Notice of Result card or indicate if you are already permanent in this title with your application.

Authorization to work in the United States is required for this position. Applicants are responsible for ensuring that they meet all minimum qualifying requirements for this position at the time of application.

Only applicants under consideration will be contacted. Appointments are subject to Office of Management and Budget (OMB) approval.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed to between the City and labor unions.

NOTE: If you would like to request a reasonable accommodation during your visit or have questions regarding the accessibility of our facilities, please reach out to [e-mail] or call 212‑720‑3508 at least three business days prior to your arrival.

PROCUREMENT ANALYST - 12158

Minimum Qualifications

1. A baccalaureate degree from an accredited college or university; or

2. An associate degree or completion of 60 semester credits from an accredited college or university, and 12 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

3. A four‑year high school diploma or its educational equivalent and two years of satisfactory full‑time professional experience as described in "2" 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 or university for 6 months of experience. However, all candidates must have at least a four‑year high school diploma or its educational equivalent; or

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 "2" above.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55‑a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55‑a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.