Procurement Specialist
: Job Details :

Procurement Specialist

Application Deadline: 22 August 2025

Department: Finance

Employment Type: Full Time

Location: 270 Madison Avenue

Reporting To: Joel Schlissel

Compensation: $76,000 - $80,000 / year

Description

Overview

The Procurement Specialist will work with the Purchasing Manager and Director to source and/or procure goods and services as required by the Library. The specialist will be responsible for the timely placement of purchase orders and delivery of materials to meet order requirements and deadlines. The Specialist will be responsible for developing category / material plans and/or key supplier plans for commodity categories (services and/or goods) and to participate in related projects with key suppliers and/or internal stakeholders. The Specialist will be focused on securing the best total value for procured goods/services, securing & measuring cost savings and efficiencies, and minimizing supply & contractual risk. Specialist will manage the development, review, and onboarding of procurement-related contracts.

We are looking for someone we can count on to:

Own :

• Assessments and development of actionable strategies for assigned projects, categories, and programs, including preferred vendor plans, risk management plans, and category plans.

• Strategies effectively and efficiently to achieve total cost savings and enhance operational efficiencies for the organization.

Teach :

• Procurement-related experiences and ideas to improve processes, policies, and outcomes.

• And foster a team environment that encourages sharing ideas, opportunities, and best practices to support each other's projects and efforts.

Learn:

• And evaluate procurement-related projects, workflows, and events to gain a deep understanding and identify opportunities for increased efficiency and impact.

Improve :

• All aspects of our daily activities, strategies, controls, and policies.

Some expectations for this role are that within:

1 month , this person will:

• have a comprehensive understanding of NYPL operating procedures, policies, and specific departmental requirements to gain transparency into ways of working and opportunities.

• Specialist will manage transactional tasks such as requisition processing and coordinating sourcing events (I.e.., quotations).

3 months , this person will:

• establish collaborative relations with key internal stakeholders.

• secure a comprehensive understanding of one's responsibilities enabling thorough analysis, identification of opportunities, and enhancement for effective execution.

6 months and beyond , this person will:

• implement constructed sourcing and category strategies creating positive financial and operational efficiency impact.

• track performance of developed programs, projects and implemented sourcing & category strategies.

Responsibilities

• Obtain quotes, negotiates with suppliers, and process POs for assigned commodities (services and/or goods)

• Cultivates relationships and is the primary point of contact to assigned internal departments.

• Guides departments through NYPL procurement process. Executes ongoing meetings with assigned departments to ensure the highest degree of support.

• Develops strategic relationships with key suppliers, keeps up with industry trends and identifies best practices for responsible commodity categories and suppliers.

• Collaborates with various departments on analyzing bids for specification compliance, pricing / total cost, delivery commitments and past performance.

• Takes lead and develops multiple RFx sourcing events (RFPs, RFQs, RFIs, etc.)

• Takes lead in assessing, constructing and implementing category sourcing strategies and key supplier management / development plans.

• Focus on achieving maximum cost savings, efficiencies and enhancement opportunities with suppliers and within responsible projects

• Responsible for developing, reviewing, and managing the onboarding of contracts related to procurement activities. This includes ensuring contracts align with procurement policies, coordinating with stakeholders, and facilitating a smooth integration of contractual obligations into the procurement process.

• Develops and/or maintains reporting requirements (i.e.: savings, contract coverage, project management, etc.)

• Process change orders, expedite deliveries as needed, coordinate with internal stakeholders and suppliers for ETAs and Proof of Deliveries

• Support team's reporting requirements

• Implements best practices and incorporates corresponding tools / solutions for internal and external requirements

• Identify and install efficiencies and process improvements within the Procurement process

• Updates and documents policies and processes for assigned commodities

• May perform additional duties as required

Required Education, Experience & Skills

Required Education & Certifications

• Bachelor's Degree or equivalent

• Certification from Procurement programs (university, association) a plus

Required Experience

• 2+ years of Procurement related experience

• Supplier management and development related experience

• Risk management as related to supply and vendor management

• Category / commodity management and related experience (i.e.: Indirect Materials).

• Contracts management experience or similar experience

• Experience with procurement Indirect Materials categories a plus

Required Skills

• Project Management related

• Strong client service, presentation and organizational and interpersonal skills (e.g., telephone skills, active listening and customer-care skills).

• Strong analytical and problem-solving skills

• Strong computer skills, including proficiency using Microsoft Office (Word, Excel, PowerPoint, Outlook)

• Proficiency with Google Workspace tools such as GMail, Calendar Docs, Sheets, Slides

• Ability to enter data efficiently and accurately in Workday system and other ERPs and databases.

• Interpersonal skills and the ability to work with, learn from others

• Self-motivated with the ability to work in a fast-moving environment.

• Ability to multi-task and adapt to changes quickly.

• Ability to take lead on projects and work independently

Managerial/Supervisory Responsibilities

N/A

More...

Core Values

All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues

• Be Resourceful in solving problems

• Be Curious in all aspects of your work

• Be Welcoming and Inclusive

Work Environment

• Hybrid, 2 days remote and 3 days on site a week

Physical Duties

• N/A

Pre-Placement Physical Required?

No

Union/Non Union

Non-Union

FLSA Status

Exempt

Schedule

Monday through Friday, 9am to 5pm

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.

The New York Public Library Salary Statement

At the Library, we believe that pay transparency and pay equity are important to ensuring we source the best candidates and keep the best employees. When making a determination as to the appropriate salary for a candidate, we consider a variety of factors such, including, but not limited to, the position requirements, the skills, prior experience, and educational background required or preferred for the job, the scope and impact of the role within the organization, internal peer equity, and the candidate's specific training, experience, education level, and skills. No single factor is conclusive; the Library reserves the right to consider any and all relevant factors and make a decision consistent with its policies.

Union Salaries are determined by collective bargaining agreement(s).