Procurement Support Specialist I

New York State Justice Center for the Protection of People with Special Needs

Delmar (NY)

On-site

USD 25,000 - 36,000

Full time

16 hours ago

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Benefits offered by this job

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from New York State Employees’

Affordable Health Care options

Family dental and vision benefits

NYS Deferred Compensation plan

Access to NY 529 College Savings Plan

Job summary

The New York State Justice Center for the Protection of People with Special Needs is seeking an Hourly Administrative Specialist 1 to support the Agency’s Procurement group under direct supervision. Duties include reviewing budget-approved purchase requests, researching vendors, developing procurement records, filing documents, and entering requisitions in the Statewide Financial System.

The role emphasizes customer service to staff and vendors and participation in meetings and trainings to grow

Qualifications

Successful completion of the two-year traineeship leads to appointment as an Administrative Specialist 1 (hourly), equated SG-18.
Administrative Specialist Trainee 1: four years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Administrative Specialist Trainee 2: Five years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
Administrative Specialist 1 (hourly), equated SG-18: Six years of experience performing or overseeing budget, human resources, and business services activities for an organization or program.
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.

Responsibilities

Assist with the review and processing of Budget-approved purchase requests while following state purchasing priority requirements to obtain any necessary quotes.
When directed, research Preferred Source, Centralized Contract, and open market vendor products or services & solutions that could satisfy an agency-identified form, function, and utility, and present the findings for consideration.
Help develop and maintain procurement record documents to support each procurement/purchase.
File documents in the agency’s secure Purchasing electronic filing location for easy access for future purchase/payment questions or audit.
Assist with entering information into the Statewide Financial System (SFS) to generate requisitions and Purchase Orders for vendors. Request PO Change Notices in FileNet when directed.
Provide good customer service and support to agency program and budget staff, other agencies, and vendors that have issues, questions, requests, need assistance or guidance, etc; which may occur in-person, over the phone, or via email.
Monitor a shared Purchasing email box for items requiring attention to ensure communication is timely and effective.
Attend meetings regarding Procurement/Purchasing status, specific projects, and Agency finance matters as directed.
Take trainings and attend forums/meetings that will add to general overall knowledge of the agency, the State, and the work specific to Procurement; and
Other procurement projects/special requests as assigned.