Senior Purchasing Agent - New York State Civil Service : Job Details

NY HELP No

Agency Military and Naval Affairs, Division of

Title Senior Purchasing Agent

Occupational Category Financial, Accounting, Auditing

Salary Grade 23

Bargaining Unit DMNA - Division of Military and Naval Affairs (CSEA)

Salary Range From $91464 to $91464 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Other (generally Military Law positions)

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 7:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address New York State Division of Military and Naval Affairs Headquarters - Directorate of Management and Budget

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

Duties Description Under the direction of the Director of Management and Budget, Purchasing Contract Administrator, and/or assigned supervisor, the purchasing unit is responsible for the agency purchasing program and incumbents will purchase a variety of supplies, materials, equipment and services required by departments/directorates. Incumbents will ensure purchasing activities are implemented in accordance with State contracts and open market buying rules and regulations issued by the Department of Law (OAG), Office of General Services (OGS) and the Office of the State Comptroller (OSC). When applicable, incumbents will properly incorporate National Guard Bureau rules for the purchasing of goods and services.Due to the unique aspects of DMNA, Purchasing Agents perform a variety of duties and responsibilities in support of State Active Duty (SAD) military missions. These include but are not limited to, coordination, purchasing and reconciliation of hotels, meals, vehicle rentals and travel arrangements for service members.The position performs responsibilities in accordance with all statutory, agency and labor contract requirements and where applicable, in accordance with National Guard Bureau (NGB) standards, specifically those requirements of the Master Cooperative Agreement between NGB and DMNA – current and as amended for all. The position may report to state and/or federal supervisory personnel. Responsibilities include but are not limited to the following: • Receives, reviews and processes requests from agency program departments for the purchasing and or contracting of all types of goods and services.• During review and processing ensures proper vendor selection procedures are applied – to be purchased from preferred supplier, through an existing contract, or purchased in the open market.• Ensures funds are available.• Prepares and processes purchase orders in accordance with requirements.• Prepares bid proposals and specifications for items to be placed under contract. Ensures all language and procedures meet requirements. Prepares for and may preside at bid openings.• Reviews bids for accuracy and completeness and awards or recommends award of contract based on requirements.• Processes contracts according to rules and regulations and prepares correspondence accompanying award correspondence.• Follows up on complaints concerning purchases and requisitions.• Prepare and process documents and maintain office files and inventory records.• Plans, schedules and assigns tasks, provides technical guidance and direction and reviews work in progress and upon completion to ensure compliance with guidelines, policy and procedures.• For all emergency purchasing, ensures goods and services are acquired in accordance with agency requirements, maintains meticulous records, and performs reconciliation of records at completion.• After emergency activations of New York Military Forces, provides emergency purchase information necessary to complete funding reimbursement requests such as Federal Emergency Management Agency (FEMA).• Provides assistance to staff when problems arise. Interprets procedures and policy and resolves work problems with staff, suggesting and discussing better ways to accomplish tasks.• Must successfully complete training for any required state and federal specific software and data systems such as the Statewide Financial System (SFS) and the Statewide Learning Management Systems (SLMS).• Periodic travel will be required (in-state and out-of-state) to other facilities; to attend training; or other requirements related to duties as needed. Travel will utilize various modes of transportation.• Attend and complete training as required.• May perform supervisory duties.• Periodic overtime will be required; at times with short notice, especially during state military emergency responses to domestic operations.• Other job duties as assignedSenior Purchasing AgentThe Senior Purchasing Agent may perform all duties and responsibilities of the Assistant Purchasing Agent and Purchasing Agent and are typically considered second-level supervisors providing planning, direction, and supervision to a purchasing program and supervision to large subordinate staff as assigned.In addition to the above, assignments may include but are not limited to the following:• Manage procurement of agency needs and requirements for commodities and services, in accordance with appropriate rules, regulations and agency procedures and policies for the largest and most active purchasing programs.• Review and approve all purchase orders for commodities and forms to ensure compliance with the appropriate rules and regulations.• Lead and supervise negotiations of large statewide purchases.• Confirm accuracy and completeness of bills and verify delivery of commodities and services, and correct procedural and judgmental errors.• Communicate with program administrators to determine available funding and ensure compliance with the budgeted amount for procured commodities or services for a program when large or complex purchases are involved.• Prepare reports and cost analyses for managerial review.• Lead and supervise liaison activities with vendors and program administrators and all other required entities.• Obtain detailed information and explore availability of alternatives, relative costs, delivery dates and other factors relating to the procurement of commodities and services.• Contribute in the development and/or implementation of new policies, practices and procedures related to procurement.• Provide training to agency program offices on State and agency procurement policies and guidelines.• Build and manage cross functional teams to conduct strategic sourcing of high-value, complex commodities and services.• Perform the full range of supervisory duties over professional Purchasing Agent staff such as performance evaluations and time and attendance.• Deliver and direct trainings on new or revised laws, rules, regulations, purchasing policies, or procedures.JOB REQUIREMENTS• Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as SFS, GFEBS and the Statewide Learning Management System (SLMS) as related to duty assignments. • Must be proficient in common computer software systems and specifically Microsoft Office Suite. • Working knowledge of effective techniques and methods of conducting interviews and studies.• Working knowledge of effective budgeting and finance principles and practices, including cost analysis, monitoring and forecasting fund expenditures.• Knowledge of applicable laws, rules and regulations both federal and state. • Must have strong organizational skills.• Ability to work in a high volume, fast-paced office environment.• Ability to gather and analyze fiscal information and draw logical conclusions.• Ability to organize, consolidate and prepare written material and tabular information into a clear, concise, and logical report/presentation form.• Ability to identify errors in data, design or fiscal problems and recommend solutions.• Ability to perform tasks independently without supervision.• Ability to get along with and interact well with different groups of people, including co-workers, outside agency staff and management comprised of both Federal and State personnel.• Experience in multi-tasking and prioritizing multiple deadlines.• Strong verbal and written communication skills.• Ability to train subordinates and others as necessary to operations.• Ability to read and write in English.• Demonstrate reliability and trustworthiness.• Ability to supervise subordinate staff.• Periodic travel will be required (in-state and out-of-state) to other facilities; to attend training; or other requirements related to duties as needed. Travel will utilize various modes of transportation.• Periodic overtime may be required; at times with short notice, especially during state military emergency responses to domestic operations.Additional Preferred Skills:• Experience working with SFS.• Working knowledge of agency and Division of the Budget (DOB) guidelines, procedures and policies governing the budget process. • Working knowledge of Office of the State Comptroller (OSC) rules and regulations governing the maintenance of fiscal records.• Knowledge of federal and state budgetary and purchasing procedures.• Familiarity with general state and or federal operational policies and procedures.• Supervisory experience.

Minimum Qualifications Satisfactory completion of one (1) full time year of permanent service in a state position titled Purchasing Agent, Salary Grade 18.*ANDMust be at least 18 years of age and have a high school diploma. Must be able to read and write in English.Must be proficient in, and able to independently use Microsoft Office software – MS Word and Excel. Ability to use PowerPoint and/or Access also preferred. **Required to have or successfully complete within 90 days of receiving computer access all Statewide Financial System (SFS), Statewide Learning Management System (SLMS) and other required training as related to job assignments. *In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required.Must have and maintain a valid driver's license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver's license status to supervisory chain of command. Management confidential employees of same equated grade or higher may be considered if experience meets requirement.At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Management for any further information regarding the position requirements.

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.Current Start Rate: *$91,464Job Rate: $109,650 (*All hires begin at “Start Rate” unless prior state experience affords eligibility for hiring step increase as determined by OSC.)

Some positions may require additional credentials or a background check to verify your identity.

Name Kristen Dryer

Telephone 518-###-####

Fax 518-###-####

Email Address [email protected]

Address

Street New York State Division of Military and Naval Affairs Headquarters - State Human Resources Management

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

Notes on Applying To be considered for an interview, please submit your cover letter and resume to one of the following:BY E-MAIL (PREFERRED METHOD):Send to: [email protected] line to say: Job Title and LocationBY MAIL:New York State Division of Military and Naval AffairsState Human Resources Management330 Old Niskayuna RoadLatham, New York 12110-3514Attn: ClassificationsBY FAX:(518) ###-####Fax Cover sheet to say: Job Title and LocationIn your submission, please be sure to indicate what position and location you are applying to. Ensure to CLEARLY note how you meet the minimum qualifications for the position. Be sure to include any specific licenses and/or certification in a skilled trade.Vagueness and omissions will not be resolved in your favor.For questions, please reach out to Sate Human Resources at (518) ###-####This vacancy announcement will be posted until July 10, 2025.ALL CURRENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS ARE ENCOURAGED TO APPLY. INTERVIEWEES WILL BE EVALUATED BASED ON THEIR QUALIFICATIONS, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION.ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.