Purchasing Agent

Purchasing Contract Administrator

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 assigned.
• Review complex purchase requisitions for compliance with appropriate rules, regulations and agency policies and appropriateness within the agency's budget plan.
• Review procurement records and related documents to ensure accuracy, completeness, and all mandatory requirements have been met.
• Assigns work to staff; schedules workflow; establishes work performance standards; reviews work performance and production; determines the nature of problems and takes appropriate corrective action.
• Determine the types of commodities and services available in the marketplace.
• Prepare detailed specifications and complex bid proposals used for soliciting bids. Schedule bid openings, receive and evaluate bids, and make recommendations of award.
• Develop, maintain and review database of items purchased, costs, delivery, product performance and inventories.
• Perform the full range of supervisory duties such as performance evaluations and time and attendance.
• Train subordinate staff on new or revised laws, rules, regulations, purchasing policies, or procedures.

Job Requirements :

Additional Preferred Skills :