Procurement Administrator (2 positions)

Position Title:                            Procurement Administrator (2 positions)

Location:                                    Albany, NY    

Grade/Classification:              4 (D1) – Professional I

Salary Range:                           $72,710 - $92,708

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 se