Senior Procurement Analyst

Cityofnewyork; New York (NY); On-site; USD 85,000 - 115,000; Full time

Job summary

The Department of City Planning (DCP) in New York is seeking a Senior Procurement Analyst to join the Fiscal Division’s Procurement Unit. You will process goods and services requests, adhere to PPB Rules and city directives, and support multiple procurement functions and projects with autonomy.

You will draft specifications, manage POs, assist with contract performance, and coordinate with end users to ensure timely procurement actions.

Qualifications

• Analyses incoming procurement requests and determines appropriate procurement methods.
• Supports agency units to meet purchasing needs efficiently and in line with policies.
• Coordinates with Fiscal and business units to address funding needs and technical requirements.
• Uses PASSPort, FMS, and OCP Portals to process purchases under various contracts.
• Drafts specifications and scopes of work; reviews RFPs and solicitation documents.
• Initiates task orders, amendments, renewals in PASSPort.
• Reviews and approves POs in FMS and manages subcontractor approvals in PASSPort.
• Performs contract performance evaluations in PASSPort from initiation to registration.
• Manages encumbrance adjustments to facilitate payments and PO closeouts.
• Corresponds with vendors and handles inquiries and issues.
• Performs data entry, procurement trackers, and reporting.
• Manages portfolio contracts and MWBE program monitoring.

Responsibilities

• Analyze incoming procurement requests to determine procurement methods.
• Support agency units to meet purchasing needs efficiently and in compliance with policies.
• Coordinate with Fiscal and business units to address funding and technical requirements.
• Process purchases using FMS, PASSPort, and OCP Portals under various contract types.
• Draft specifications and scopes of work; review RFPs for conformity to requirements.
• Initiate task orders, amendments, new procurements, and renewals in PASSPort.
• Review/approve POs in FMS; manage subcontractor approvals in PASSPort.
• Conduct contract performance evaluations from initiation through award and registration.
• Manage encumbrance increases/decreases to enable timely payments and PO closeouts.
• Correspond with vendors, obtain quotes, respond to inquiries, and troubleshoot issues.
• Handle p-card purchases following Citywide policies and monthly reconciliations.
• Maintain procurement trackers and records; prepare various reports.
• Assist with MWBE program development and monitoring of contracts.

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 payables 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 an experienced procurement professional who is highly motivated and detail-oriented to serve as a Senior Procurement Analyst. Reporting to the Agency Chief Contracting Officer, the Senior 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 Rules, and other Citywide Directives.

Under the supervision of the Agency Chief Contracting Officer, with latitude for independent initiative and judgment, the selected candidate will be expected to assist the Procurement Division in various procurement functions and special projects 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 gather 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.
• Drafting specifications/scopes of work; reviewing contract specifications before advertising to ensure conformity to the agency's requirements and federal/state/city mandates; and ensuring proper content and format of Requests for Proposals (RFPs) and other solicitation documents.
• Initiating task orders, amendments, new procurement, and renewals in PASSPort.
• Reviewing and approving POs in FMS and managing subcontractor approval process in PASSPort.
• Working with business units to complete contract performance evaluations in PASSPort from initiation and solicitation through evaluation, award, contract development and registration as applicable.
• 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.
• Performing data entry, maintaining agency procurement trackers and records, and preparing various reports, etc.
• Performing portfolio contract management for agency goods and services, working with end users for adequate procurement planning.
• Assisting with the development and management of DCP's MWBE Program: monitoring agency contracts for compliance with New Yo