Assistant Purchasing Agent

$54,860 - $548,360/Yr

State of New York - Latham, NY

Full-time - Mid Level

Latham, NY

Executive, Legislative, and Other General Government Support

About the position

The Assistant Purchasing Agent position is a full-time, permanent role within the New York State Division of Military and Naval Affairs, specifically under the supervision of the Director of Management and Budget and other supervisory personnel. The primary responsibility of this role is to manage the agency's purchasing program, which includes overseeing the procurement of a wide range of supplies, materials, equipment, and services required by various departments and directorates. The incumbent will ensure that all purchasing activities comply with state contracts and open market buying regulations as mandated by the Department of Law, Office of General Services, and the Office of the State Comptroller. Additionally, the role requires adherence to National Guard Bureau rules when applicable. The Assistant Purchasing Agent will be involved in various duties that support State Active Duty military missions, including coordinating and reconciling purchases related to hotels, meals, vehicle rentals, and travel arrangements for service members. The position demands a thorough understanding of statutory, agency, and labor contract requirements, as well as the ability to navigate the complexities of federal and state purchasing procedures. The incumbent will be responsible for receiving, reviewing, and processing purchase requests, ensuring proper vendor selection, preparing and processing purchase orders, and managing bid proposals and specifications. The role also includes reviewing bids for accuracy, awarding contracts, and maintaining meticulous records of all transactions. In addition to these responsibilities, the Assistant Purchasing Agent will provide technical guidance to staff, plan and assign tasks, and ensure compliance with established guidelines and policies. The position may require periodic travel for training and other duties, and the incumbent must be prepared to work overtime, especially during state military emergency responses. The role is critical in ensuring that the agency's purchasing activities are conducted efficiently and in accordance with all relevant regulations and standards.

Responsibilities

• Manage the agency's purchasing program and oversee procurement of supplies, materials, equipment, and services.
• Ensure compliance with state contracts and open market buying regulations.
• Coordinate purchasing and reconciliation of hotels, meals, vehicle rentals, and travel arrangements for service members.
• Receive, review, and process purchase requests from agency program departments.
• Ensure proper vendor selection procedures are applied during the purchasing process.
• Prepare and process purchase orders in accordance with requirements.
• Prepare bid proposals and specifications for items to be placed under contract.
• Review bids for accuracy and completeness and recommend contract awards based on requirements.
• Process contracts according to rules and regulations and prepare accompanying correspondence.
• Follow up on complaints concerning purchases and requisitions.
• Maintain office files and inventory records related to purchasing activities.
• Plan, schedule, and assign tasks to staff, providing technical guidance and direction.
• Ensure compliance with guidelines, policy, and procedures during the purchasing process.
• Provide emergency purchase information necessary for funding reimbursement requests after emergency activations.
• Assist staff in resolving work problems and interpreting procedures and policy.
• Complete required training for state and federal specific software and data systems.

Requirements

• Five years of permanent service in a state position allocated to Salary Grade 9 or higher with duties in accounting, purchasing, bookkeeping, or finance.
• 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 possess a high school diploma or GED.
• Ability to read and write in English.
• Familiarity with commonly utilized software programs such as Microsoft Word and Excel.
• Valid driver's license to operate a motor vehicle in New York State.
• Ability to pass a background investigation and obtain necessary clearance.

Nice-to-haves

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