Purchasing Agent (NY HELPS)

NY HELPS

The New York State

Education

• Department’s Office of the Chief Financial Officer is seeking candidates for a Purchasing Agent position in the Contract Administration Unit. This Unit is responsible for the Department’s procurement, grant-making, and contracting processes. Duties include reviewing purchasing requisitions, determining procurement method in accordance with State Finance Law, OGS guidelines, and NYSED internal procedures; identifying when centralized contracts, discretionary purchases, RFQs, sole source, or emergency procurements are appropriate; developing detailed specifications, bid requirements, scopes of work, and complex RFQs; conducting market research to identify qualified vendors, pricing, and product availability; reviewing vendor quotations and assisting in evaluation processes; responding to vendor inquiries related to solicitations, specifications, or procurement rules; coordinating the preparation, issuance, and tracking of formal and informal solicitations; recommending vendor selections in accordance with statutory and policy requirements; preparing purchase orders and ensuring all required documentation is complete for internal and external review; maintaining procurement records consistent with audit and retention requirements; providing direction and daily oversight to the Assistant Purchasing Agent; providing guidance and training to internal staff on purchasing processes; reviewing and approving RFQs, requisition analyses, and purchasing documents prepared by the Assistant Purchasing Agent; assisting the Senior Purchasing Agent with complex or time sensitive procurement initiatives; ensuring adherence to MWBE/SDVOB requirements, statutory thresholds, and internal controls; staying current on changes in procurement laws, OGS guidance, and statewide purchasing policies; and recommending improvements to NYSED purchasing procedures and workflows.

Minimum Qualifications:

• This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date, it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-competitive minimum qualifications:

• To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are: six years of purchasing experience which includes being responsible for the purchase of a wide variety of supplies, materials, equipment, and services. Substitution: an associate degree may substitute for two years of experience; a bachelor’s degree may substitute for four years of experience; a master’s degree may substitute for five years of experience; and a doctorate may substitute for six years of experience.

• Promotion: Current NYSED employees must have one year of permanent competitive service as an Assistant Purchasing Agent or Office Assistant 3 (Calculations).

Competitive minimum qualifications:

• Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

• 55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.

• It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

• Conditions of Employment: This will be a permanent, competitive or non-competitive appointment. Verification of experience and/or education will be required at the time of interview for all candidates. For 55b/c appointment, candidates must possess the minimum qualifications, a current 55b/c eligibility letter and are subject to verification of applicant eligibility. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

• This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office.

• This position leads to a maximum salary of 88,970 based on annual performance advances.

Salary

Range: Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

Some positions may require additional credentials or a background check to verify your identity.