Assistant Purchasing Agent

$54,860 - $54,860/Yr

State of New York - Albany, NY

Full-time - Mid Level

Albany, NY

Executive, Legislative, and Other General Government Support

About the position

The Assistant Purchasing Agent is responsible for overseeing the purchasing program within the New York State Division of Military and Naval Affairs. This role involves ensuring compliance with state contracts and regulations while managing the procurement of supplies, materials, and services necessary for various departments. The incumbent will also coordinate purchasing activities related to military missions, including travel arrangements for service members, and will work under the direction of the Director of Management and Budget and other supervisory personnel.

Responsibilities

• Receives, reviews and processes requests from agency program departments for the purchasing and contracting of goods and services.
• Ensures proper vendor selection procedures are applied during review and processing.
• Ensures funds are available for purchases.
• Prepares and processes purchase orders in accordance with requirements.
• Prepares bid proposals and specifications for items to be placed under contract.
• Reviews bids for accuracy and completeness and awards or recommends award of contracts based on requirements.
• Processes contracts according to rules and regulations and prepares accompanying correspondence.
• Follows up on complaints concerning purchases and requisitions.
• Prepares and processes documents and maintains office files and inventory records.
• Plans, schedules and assigns tasks, provides technical guidance and direction, and reviews work to ensure compliance with guidelines.
• Ensures emergency purchasing is conducted in accordance with agency requirements and maintains meticulous records.
• Provides emergency purchase information necessary for funding reimbursement requests after military activations.
• Assists staff with problems, interprets procedures and policy, and resolves work issues.
• Completes training for required state and federal specific software and data systems.
• May perform supervisory duties and may require periodic overtime, especially during military emergency responses.

Requirements

• Satisfactory completion of five years of permanent service in a state position allocated to Salary Grade 9 or higher with relevant duties.
• An Associate's degree in finance or accounting and three years of relevant experience, including supervisory experience.
• A Bachelor's degree in finance or accounting and one year of relevant experience, including supervisory experience.
• Must be at least 18 years of age and have a high school diploma or GED.
• Must be able to read and write in English.
• Familiarity with Microsoft Word and Excel is required.
• Must complete required computer training within 90 days of receiving access.
• Must maintain a valid driver's license in New York State.
• Must pass a background investigation and obtain necessary clearance.

Nice-to-haves

• Experience working with SFS (Statewide Financial System).
• Knowledge of agency and Division of the Budget guidelines governing the budget process.
• Knowledge of OSC rules and regulations governing fiscal records.
• Familiarity with federal and state budgetary and purchasing procedures.
• Supervisory experience.

Benefits

• Health insurance coverage
• Dental insurance coverage
• Life insurance coverage
• Paid holidays
• Paid vacation
• Retirement savings plan (401k)