Purchasing Administrator in Syracuse, New York at Syracuse Housing Authority

After a conditional offer of employment, a favorable background check, verification of education and work history, and illegal drug screening must be completed prior to starting employment. Proof of identity and legal work authorization will also be required.

DISTINGUISHING FEATURES OF THE CLASS

This position involves managerial work which includes the oversight, coordination, and evaluation of all procurement services including best purchasing practices of goods and services, contract management of all supplies and public works, and materials management of all supplies and fixed asset inventories. An employee in this class works under the general direction of an administrative superior who allows the incumbent a large degree of independent judgment and initiative in areas of responsibility. Supervision is exercised over Purchasing Department staff. Does related work as required.

TYPICAL WORK ACTIVITIES

When employed by the Syracuse Housing Authority:

Develops purchase regulations and procedures in compliance with New York State and Department of Housing and Urban Development Procurement Rules, any guidelines concerning purchasing for Syracuse Housing Authority instrumentalities and affiliates.

Performs contract management from RFP through the contract compliance process. Procurement of professional services will include, among others: architectural and engineering services, legal services, consulting services, and financial services. Similarly oversees procurement process from Bid announcement, scheduling, review of specifications, and tabulation of bid results at bid opening.

Supervises materials management staff by assisting and assigning tasks such as public auction coordination, fixed asset inventory, coordinating labor used in the movement of surplus, and managing the reuse and disposal of all surplus.

General Work Activities

Makes recommendations to supervisors with respect to program efficiency and effectiveness as it relates to formal bid process and procurement of professional services such as: insurance, utilities, security, and related commodities.

Analyzes market conditions with respect to insurance and utilities by researching current Federal and local trade publications on a monthly basis to determine pricing trends and regulatory statutes allowing for effective contract solicitation.

Coordinates all requests for bids and proposals; recommends and implements changes to these requests as needed.

Acts as a departmental liaison to ensure contract specifications are complete, competitive, and non-restrictive.

Researches impact of state and municipal laws with respect to department functions and procurement processes; works closely with legal counsel with regard to legal interpretations on specific projects or work processes.

Analyzes and establishes work measurement programs and team structure as well as clerical workflow involved with formal bid procedures.

Continually updates and administers inventory control procedures.

Prepares annual reports and any related departmental budgetary reports as well as studies and follow-up reports on the effectiveness of any implemented procedural changes.

May assist in the development and maintenance of electronic procurement systems.

FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES, AND PERSONAL CHARACTERISTICS

Thorough knowledge of principles and practices of Purchasing and Materials Management.

Good knowledge of effective organizational and management principles and practices in government and professional techniques and trends and developments in the field of management analysis.

Good knowledge of pertinent laws, rules, regulations, and procedures affecting public service in local governments.

Good knowledge of all current procedures and methods related to contract administration and purchasing.

Good knowledge of principles and practices of administrative analysis.

Good knowledge of the principles and practices of supervision.

Working knowledge of pertinent laws, regulations, and procedures affecting commercial liability insurance.

Working knowledge of Municipal Utilities and the local and federal statutes that regulate them.

Ability to plan, organize, coordinate, direct, and control purchasing and materials management systems.

Ability to supervise others in a manner conducive to full performance and high morale.

Ability to collect, evaluate, and draw logical conclusions from data.

Ability to comprehend and compose written material.

Ability to relate well with others in working relationships.

MINIMUM QUALIFICATIONS

OPEN COMPETITIVE:

1. Graduation with a Bachelor’s Degree or higher from a regionally accredited college or university or one accredited by the New York State Board of Regents to grant degrees and four (4) years of professional-level work experience, or its part-time equivalent, in purchasing, contract administration or materials management, one (1) year of which must have been in a supervisory capacity; or,

1. Eight (8) years of paraprofessional or professional-level work experience, or its part-time equivalent, in purchasing, contract administration or materials management, one (1) year of which must have been in a supervisory capacity; or,

1. An equivalent combination of training and experience as defined by the limits of (A) and (B).