Procurement Administrator

Position Title:                            Procurement Administrator 

Location:                                    Albany, NY    

Grade/Classification:              4 (D1) – Professional I

Salary Range:                           $70,592 - $90,008

Bargaining Unit:                      CSEA

FLSA Status:                             Exempt

Last Revised: May 9, 2022

Primary Purpose

The Procurement Administrator is responsible for the supervision and administration of assigned procurements in accordance with the appropriate governing laws, policies, and procedures. The Procurement Administrator undertakes assignments that require expertise in public procurement, and the exercise of independent judgment with routine and moderately complex procurement matters

Essential Functions

• Assist, consult, advise, and/or coordinate with DASNY staff and clients, consultants, contractors, vendors and/or other third parties in all phases of the procurement process, including the interpretation and implementation of DASNY’s procurement guidelines, procedures and contract provisions, and the overall process of administering work authorizations, contracts, job orders and/or purchaser orders; consult with Senior Procurement Administrator and/or department leadership as required.
• Draft, review and approve procurement-related documentation, including correspondence, requests for proposals, requests for qualifications, expressions of interests, bid openings, contract awards, purchasing requisitions, purchase orders and contracts, work authorizations, work orders and any related documents and/or amendments in accordance with established procedures. Verify that all documents are in proper legal form and have all necessary approvals and supporting documents.
• Independently oversee the timely and efficient preparation, processing and review of public procurements and bids and the selection, award and negotiation of contracts, job orders, purchase orders, purchase contracts, work authorizations and any related documents or amendments.
• Supervise and/or review the work performed by Assistant Procurement Administrators and/or support staff; provide necessary training and mentoring with respect to procurement functions.
• Independently perform substantive reviews of procurements, the procurement record and related documents for accuracy, completeness and compliance with established procedures consulting with the Senior Procurement Administrator and/or department leadership, as necessary.
• Evaluate vendor’s responsibility and responsiveness by conducting financial viability assessments, conducting independent research and review of public record databases to collect adverse information regarding contractors, consultants, and vendors. Analyze such information and make recommendations regarding responsibility.
• Participate in and/or chair consultant selection committees and evaluate cost and fee proposals.
• Monitor the status of assigned procurements with respect to volume, potential delays and/or available funding and bring any concerns to the attention of the Senior Procurement Administrator and/or department leadership.
• Provide assistance in the gathering, review and/or monitoring of consultants, contractors and/or vendors insurance documents for compliance with contractual requirements, and interact with consultants, contractors and/or vendors, brokers/agents, and DASNY personnel and third-party vendors as necessary or required.
• Market DASNY services to clients, at conferences, and trade shows.
• Conduct desk audits of procurements processed by the Assistant Procurement Administrators; verify all internal DASNY reviews are finalized, and all documentation has been submitted.
• Gather data, perform research and report findings to the Senior Procurement Administrator and/or department/DASNY leadership.
• Research and draft letters and responses to routine and moderately complex matters.
• Identify and describe potential problems and/or delays in the procurement process and workflow and recommend potential improvement opportunities to processes, documents and forms to improve workflow.
• Ensure the confidentiality of information gathered during the procurement process.
• Ensure that a complete and accurate procurement record is maintained in accordance with established procedures.
• Collaborate, assist and coordinate with Opportunity Programs staff throughout all phases of DASNY procurements to further develop, integrate, implement and enhance NYS and DASNY policy objectives to encourage and further MWBE and Service-Disabled Veteran-Owned Business (SDVOB) participation as set forth in Executive Law Article 15-A and Executive Law Article 17-B.
• Monitor project budgets and procurements schedules with DASNY staff and client requirements and adjust procurement schedule accordingly.

 Other Duties and Responsibilities

• May train and evaluate employees.
• Assist in tracking and reporting of procurement performance measures related to all types of procurements.
• Assist in review of documentation and/or responses to press inquiries and/or FOIL requests, as directed.
• Assist with the development, documentation, posting and implementation of procedures and associated forms.
• Assist with the assessment/development and implementation of internal controls and participate in the review and testing of same.
• Undertake special assignments as directed.
• Must maintain regular attendance in accordance with DASNY attendance and leave policies.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Information Technology Services. (Standards can be found on the Intranet).

Supervision

Supervision of employees may be required. 

Physical/Mental/Visual Demands

May require travel using public transportation, DASNY vehicle, rental vehicle or personal vehicle.  This travel may include overnight stays at public accommodations and related establishments.  Requires complex and time-pressured decision-making. Overtime or extended work hours may be required.

Work Environment

Standard office environment, including the use of one or more of the following:  PC, telephone, fax machine, printer, copier, electronic stapler/hole punch/date stamp, shredder.

Minimum Qualifications

Bachelor’s degree plus four years relevant experience or

Associate’s degree plus six years relevant experience 

Preferred Qualifications

Bachelor’s degree in Business Administration, Public Administration, Construction Technology, or related field plus three years’ experience in the negotiation, award, and administration of professional service agreements and/or contracts on behalf of a similar sized public organization.  Working knowledge of the building design and construction process.

Essential Skills

• Working knowledge of the building fit-out process.
• Thorough knowledge of construction and operations purchasing.
• Excellent negotiation skills and demonstrated results.
• Demonstrated accuracy and attention to detail.
• Demonstrated organizational skills and ability to prioritize.
• Excellent oral and written communication skills.
• Demonstrated ability to work independently and exercise sound judgment.
• Proficiency in PC applications such as Outlook, Excel, Access, Word and PowerPoint.

Benefits information:

DASNY provides financing and construction services to public and private universities, not-for-profit healthcare facilities, and other institutions which serve the public good.

We offer a comprehensive benefits plan, which includes:

•  Choice of several health insurance plans
• Dental & vision insurance
•  Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• 13 vacation days per year
• 13 sick days per year
•  5 days of personal leave per year
• 12 paid holidays per year (plus one float day)
• Tuition reimbursement
• Training & development opportunities

We offer additional benefits, which includes:

• Telecommuting Work Plan - Employees are required to apply and obtain approval through management to telecommute according to DASNY’s Telecommuting Program Guidelines. The days designated as telecommute days must be consistent with operational needs as determined by DASNY division, department and/or unit management. Employees may only telecommute on up to four (4) workdays per pay period and shall be limited to no more than two (2) contiguous telecommute workdays. Eligibility applies after 3 months of employment.
• Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines. Eligibility applies after 6 months of employment.
• DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program). The PSLF Program forgives the remaining balance of certain student loans after making 120 qualifying monthly payments. For more information regarding PSLF Program and whether you qualify please visit the Studentaid.gov website.