ABOUT OATH: The City of New York’s Office of Administrative Trials and Hearings (OATH) is the nation’s largest administrative tribunal, holding more than 250,000 trials and hearings a year. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.
Job Description:
Under general supervision of the DACCO, with latitude for independent initiative and decision making, performs highly complex and specialized work in purchasing goods, services, and in processing procurement documents and contracts.
The Procurement Analyst duties will include but are not limited to:
- Prepare, review, and evaluate solicitation documents to ensure conformity to agency requirements and citywide standards and work with the program end users to develop solicitation requirements.
- Prepare Pre- Solution Pre-Solicitation review, Recommendation for Award, Reasonable Price and Responsibility Determinations and other documentation required by the NYC to support the procurement and contract award process.
- Oversee and manage pre-solicitation review activities.
- Evaluate solicitation documents and work with the program end users to develop solicitation requirements.
- Examine bid samples to determine compliance with specifications or bid standards.
- Make determinations for the most reasonable price in relation to market conditions.
- Make recommendations for small purchase awards, modifications, emergency purchases and extensions of time to contracts, as assigned.
- Consult with and advise program personnel on issues relating to procurement actions.
- Analyze vendors past performance, financial status, and other factors to determine vendor responsibility.
- Participate in the implementation of procedures for procurement activities.
- Ensure compliance with the requirements for program evaluations of vendor performance.
- Utilize software application, in addition to electronic and online databases to monitor procurement processing, as assigned.
- Serve as the Agency’s Assistant Chief Diversity Officer and will be responsible for the oversight, policy, interagency coordination, and accountability of the City’s MWBE program and ensures that the agency is meeting the citywide MWBE goals..
- Carry out all procurement activities in full compliance with NYC PPB Rules and Laws and in accordance with procedures established.
- Research and identify goods required to be obtained through the Preferred Source method.
- Conduct open market research.
- Solicit vendors’ information through Small Business Services, via online portal, to obtain a minimum of three (3) informal solicitations and verify vendors’ information.
- Collaborate with vendors, programs, fiscal staff, and oversight agencies to address any procurement related issues to ensure prompt payment.
- Perform data entry for submission of direct orders to Division of Municipal Supply Services.
- Supervise, train, and evaluate entry-level procurement analysts and support staff. Assign and monitor workload to ensure equitable distribution and timely completion.
- Provide guidance on complex procurements, problem solving, and policy interpretation. Support staff development and performance management initiatives.
- Perform special projects and related work as required.
Minimum Qualifications
- A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
- A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.
Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.
Preferred Skills
At least three 3-5years of relevant experience in procurement, contract management, or a related field, including at least one (1) year in a supervisory or lead capacity.
- Ability to work independently and as part of a team
- Strong knowledge of New York City's Procurement Policy Board Rules
- Strong knowledge of New York City's M/WBE program
- Strong knowledge of public sector procurement processes and regulations and systems (FMS, PASSPORT, OCP etc.)
- Proficiency in procurement and financial systems
- Experience managing high-volume, complex procurement portfolios
- Excellent leadership, communication, and organizational skills
- Ability to interpret policies and apply them to real-world procurement scenarios
- Strong analytical and problem-solving abilities
Residency Requirement
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.