Purchasing Administrator

Syracuse Housing Authority; City of Syracuse (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Syracuse Housing Authority is seeking a Purchasing Administrator to oversee procurement services, contract management, and materials control, with a strong emphasis on compliance with state and HUD procurement rules.

The role requires directing staff, implementing purchasing policies, and coordinating bids from RFP through award while ensuring transparent, cost-efficient purchasing practices.

Qualifications

• Bachelor’s degree and 4 years professional-level work experience in purchasing or related fields, with 1 year supervisory.
• Eight years paraprofessional or professional-level experience in purchasing or materials management, with 1 year supervisory.
• Equivalent combination of training and experience as defined by the limits of (A) and (B).

Responsibilities

• Develops purchase regulations and procedures in compliance with NYS and HUD procurement rules.
• Performs contract management from RFP through contract compliance; oversees bid process.
• Supervises materials management staff and inventory control.
• Makes recommendations to supervisors to improve program efficiency in bidding and procurement.
• Coordinates bids and proposals; ensures complete, competitive specifications.
• Researches laws affecting department functions and procurement processes; works with legal counsel.
• Prepares annual reports and department budgetary reports; studies changes' effectiveness.

Skills

Purchasing

Contract administration

Materials management

Supervisory ability

Analytical skills

Education

Bachelor's degree

4 years professional-level work experience in purchasing or related fields

supervisory experience

Job description

Purchasing Administrator is an Open-Competitive Onondaga County Civil Service position and if hired, continued employment will be contingent on qualifying for, successfully passing, and reachability off the applicable Onondaga County Civil Service Exam.

You MUST meet the minimum qualifications of the position in order to be considered and compete in the examination.

After a conditional offer of employment, a favorable background check, verification of education and work history, and illegal drug screening must be completed prior to starting employment. Proof of identity and legal work authorization will also be required.

DISTINGUISHING FEATURES OF THE CLASS

This position involves managerial work which includes the oversight, coordination, and evaluation of all procurement services including best purchasing practices of goods and services, contract management of all supplies and public works, and materials management of all supplies and fixed asset inventories. An employee in this class works under the general direction of an administrative superior who allows the incumbent a large degree of independent judgment and initiative in areas of responsibility. Supervision is exercised over Purchasing Department staff. Does related work as required.

TYPICAL WORK ACTIVITIES

When employed by the Syracuse Housing Authority:

• Develops purchase regulations and procedures in compliance with New York State and Department of Housing and Urban Development Procurement Rules, any guidelines concerning purchasing for Syracuse Housing Authority instrumentalities and affiliates.
• Performs contract management from RFP through the contract compliance process. Procurement of professional services will include, among others: architectural and engineering services, legal services, consulting services, and financial services. Similarly oversees procurement process from Bid announcement, scheduling, review of specifications, and tabulation of bid results at bid opening.
• Supervises materials management staff by assisting and assigning tasks such as public auction coordination, fixed asset inventory, coordinating labor used in the movement of surplus, and managing the reuse and disposal of all surplus.

General Work Activities

• Makes recommendations to supervisors with respect to program efficiency and effectiveness as it relates to formal bid process and procurement of professional services such as: insurance, utilities, security, and related commodities.
• Analyzes market conditions with respect to insurance and utilities by researching current Federal and local trade publications on a monthly basis to determine pricing trends and regulatory statutes allowing for effective contract solicitation.
• Coordinates all requests for bids and proposals; recommends and implements changes to these requests as needed.
• Acts as a departmental liaison to ensure contract specifications are complete, competitive, and non-restrictive.
• Researches impact of state and municipal laws with respect to department functions and procurement processes; works closely with legal counsel with regard to legal interpretations on specific projects or work processes.
• Analyzes and establishes work measurement programs and team structure as well as clerical workflow involved with formal bid procedures.
• Continually updates and administers inventory control procedures.
• Prepares annual reports and any related departmental budgetary reports as well as studies and follow-up reports on the effectiveness of any implemented procedural changes.
• May assist in the development and maintenance of electronic procurement systems.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS

• Thorough knowledge of principles and practices of Purchasing and Materials Management.
• Good knowledge of effective organizational and management principles and practices in government and professional techniques and trends and developments in the field of management analysis.
• Good knowledge of pertinent laws, rules, regulations, and procedures affecting public service in local governments.
• Good knowledge of all current procedures and methods related to contract administration and purchasing.
• Good knowledge of principles and practices of administrative analysis.
• Good knowledge of the principles and practices of supervision.
• Working knowledge of pertinent laws, regulations, and procedures affecting commercial liability insurance.
• Working knowledge of Municipal Utilities and the local and federal statutes that regulate them.
• Ability to plan, organize, coordinate, direct, and control purchasing and materials management systems.
• Ability to supervise others in a manner conducive to full performance and high morale.
• Ability to collect, evaluate, and draw logical conclusions from data.
• Ability to comprehend and compose written material.
• Ability to relate well with others in working relationships.

MINIMUM QUALIFICATIONS

OPEN COMPETITIVE:

• Graduation with a Bachelor’s Degree or higher from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees and four (4) years of professional-level work experience, or its part-time equivalent, in purchasing, contract administration or materials management, one (1) year of which must have been in a supervisory capacity; or
• Eight (8) years of paraprofessional or professional-level work experience, or its part-time equivalent, in purchasing, contract administration or materials management, one (1) year of which must have been in a supervisory capacity; or
• An equivalent combination of training and experience as defined by the limits of (A) and (B).