Procurement Analyst

NYC Department of Citywide Administrative Services; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

NYC Department of Citywide Administrative Services seeks a Procurement Analyst in the Citywide Procurement Operations (Small Purchase) Unit to develop and conduct complex procurements for goods and services, perform market analyses, and lead evaluation processes.

You will ensure compliance with procurement rules, draft contracts, monitor vendor performance, and identify cost-saving opportunities while supporting multiple city agencies.

Qualifications

• A baccalaureate degree or higher is required, or equivalent combination of education and experience.
• Experience in procurement of goods, services, or related contract management preferred.
• Familiarity with city procurement processes and contract negotiation is a plus.
• Ability to supervise staff and manage multiple procurement projects.

Responsibilities

• Develop and conduct complex procurements using competitive bids and proposals.
• Conduct market research to determine procurement requirements and specifications.
• Lead evaluation committees and select contract awardees.
• Perform cost/price analyses and negotiate favorable terms.
• Draft contracts and obtain oversight approvals; respond to inquiries.
• Ensure proposals meet guidelines and monitor vendor performance.
• Identify cost reduction or avoidance opportunities and present recommendations.
• Prepare reports and presentations on solicitations and procurement initiatives.

Skills

Procurement policy

Contract administration

Negotiation

Purchasing

Project management

Staff supervision

Communication

Analytical skills

Problem solving

PASSPort knowledge

Education

Bachelor's degree or higher

Tools

FMS

PASSPort

Job description

DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our Commitment To Equity, Effectiveness, And Sustainability Guides Our Work Providing City Agencies With The Critical Resources And Support Needed To Succeed, Including

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/DCAS to learn more about the work we do.

The Office of Citywide Procurement (OCP) is the centralized procurement line of service with various external and internal functions, including ensuring that procurement processes comply with all applicable rules and mandates. In support of all City agencies, OCP is responsible for citywide contract management, quality assurance, and supply chain management. This work helps maintain the public trust and ensures that all products and services support the City’s overarching environmental and economic justice goals.

The OCP’s Small Purchase Unit (SP) oversees, and processes procurements valued at less than $100K for DCAS various in its Lines of Service (LOS), Mayor’s Office of Immigrant Affairs (MOIA), Civil Service Commission (CSC) and The Mayor’s office to end Domestic and Gender-Based Violence. The City’s rules that govern the procurements for goods and services for Small Purchases are contained in the Procurement Policy Board (PPB): Rules section 3-08 http://www1.nyc.gov/site/mocs/resources/rules.page, as well as The City Charter, and various memoranda issued by the Mayor’s Office of Contract Services (MOCS). The Procurement Policy Rules encompass those various requirements, as well as recommendations resulting from various audits of the unit’s functions. In addition to section 3-08 other sections such as Section 3-09 Intergovernmental and Cooperative Purchase, and section 3-13 Government to Government Purchases, section 3-05 Sole Source Procurements, Section 1-02 (f) Exempt transactions may apply if they fall under the Small Purchase thresholds. This role will provide critical analytical and administrative support to the small purchasing team.

Responsibilities

DCAS seeks to hire a Procurement Analyst within the Citywide Procurement Operations (Small Purchase) Unit. Their responsibilities will include but are not limited to the following:

• Develop and conduct complex procurements for goods and services, utilizing various procurement methods, such as competitive sealed bids, competitive sealed proposals / request for proposals, sole source, and negotiated acquisition procurement methods.
• Conduct market research and analyses of the agency’s needs to determine procurement requirements and specifications.
• Conduct vendor outreach and pre-bid meetings to clarify potential offerings and clarify client agency requirements.
• Lead proposal evaluation committees and select proposed contract awardees.
• Conduct cost/price analyses and negotiate with vendors to obtain the most advantageous contract terms and pricing for the agency.
• Draft contracts and supporting documents and obtain oversight approvals; respond to all related inquiries.
• Ensure contract proposals meet the agency’s requirements and all relevant federal/state/city guidelines.
• Develop procedures for administration of contract and procurement activities, such as processing of bids and contracts, monitoring vendor performance, and effecting contract modifications.
• Administer contracts to ensure vendor performance and compliance with contract terms to obtain the best possible service levels for the agency.
• Monitor post award contract management and ongoing vendor preparedness.
• Establishes and maintains supervisory controls to ensure the unit's work is processed in a consistent and timely manner.
• Evaluates contract performance reports and recommendations submitted by subordinates, as well as agency audits and fiscal documents to ensure contract compliance.
• Prepares summary reports and recommendations to continue funding, provide additional funding of defund contracted programs and services.
• Prepare and conduct presentations related to solicitations, procurement policies, and related issues and initiatives, ensuring effective communication between client agencies, vendors, and OCP.
• Consult with and advise the Agency Chief Contracting Officer (ACCO) and other supervisors on buying policies.
• Identify potential cost reduction or cost avoidance opportunities.
• Participate in ongoing continuous process improvement programs; identify potential ways to increase efficiency and effectiveness of OCP procurement functions.
• Obtains corrective action where contractor has failed to provide contracted goods or services or is deficient in honoring terms of contractual agreement.
• Makes recommendation for non-award or cancellation of contract based on contractor's non-responsibility, and poor or non-performance.
• Generate contract modifications as necessary.
• Perform other related duties.

Minimum Qualifications

• A baccalaureate degree from an accredited college or university; or
• 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
• 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
• 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

Preferred Skills

• In-depth knowledge of a variety of procurement policies and procedures, including contract administration and negotiation and purchasing requirement -Extensive professional knowledge and experience in purchasing, procurement, contract administration or related field -Experienced manager with prior experience managing major bureaus/units and proven record of managing multiple projects and meeting deadlines -Demonstrated ability to effectively supervise staff and oversee the contracting process -Ability to communicate clearly, effectively and diplomatically, both verbally and in writing -Excellent organizational, interpersonal, analytical and problem-solving skills -Knowledge of City systems such as Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort) are a plus.

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.