Procurement Analyst

About the role

ALL CANDIDATES MUST BE PERMANENT IN THE TITLE OF PROCUREMENT ANALYST OR HAVE TAKEN AND PASSED EXAM 3114. PLEASE SEND PROOF OF SCORE AND ADD EIN TO RESUME

The New York City Department of Correction (DOC) is an integral part of the City's evolving criminal justice system, participating in reform initiatives and strategies aimed to move the City towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers and people in our custody.

Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts.

The DOC seeks a Procurement Analyst to support the purchasing and inventory operations of the Nutritional Services Division (NSD).

Under general supervision, with latitude for independent initiative and decision making, the candidate recruited will assist in the procurement and inventory of goods, services, and/or construction; will conduct inventory, will review purchasing requisitions, inventory management, procurement and contract documents; determine accuracy and adequacy of procurement documents; maintains inventory accuracy and reconciles discrepancy between physical stock, PAR level and system records.; review bids and proposals submitted by vendors and providers to ensure conformity to agency, city, state and federal requirements.

Other duties include, but are not limited to the following:

• Prepares requisition documents required for procurements of routine or moderate complexity, including analyzing monthly menus and inmate population counts to project required food quantities.
• Prepares and submits accurate requisitions in the City's procurement system, ensuring timely submission and vendor documentation to maintain uninterrupted supply.
• Examines samples of food and food-service items to determine compliance with specifications or standards, accepting substitute items when appropriate, and transmits approved purchase orders to vendors.
• Analyzes and reports on vendors' and contractors' past performance, financial status, and other factors that may affect delivery, timeliness, or quality of contracted goods and services, and maintains accurate electronic records.
• Monitors the operations of funded programs and contracted vendors to ensure contract compliance, and assists contractors in developing more efficient and effective approaches to program administration.
• Reviews statistical and budgetary data submitted by contract agencies, prepares fiscal summary reports, and monitors delivery status and funding allocations; may recommend additional funding or defunding of existing programs/contracts to supervisory staff.
• Directly monitors contractor performance to ensure contract compliance, or assists contract monitors in a consultative capacity, and prepares final evaluations of contract performance at contract expiration.
• Prepares daily, weekly, and monthly procurement reports (e.g., Non-Delivery Reports).
• Maintains accurate documentation supporting food supply levels.
• Drafts and distributes procurement-related correspondence as needed, and assists in developing research methods and instruments, carrying out research projects related to procurement processes and food service operations.
• Reviews recommendations and procurement documentation prepared by subordinate staff;

may supervise subordinate procurement staff.

• Communicates with vendors, divisional staff, and agency stakeholders to resolve ordering, funding, and delivery discrepancies.
• Optimizes procurement processes to improve accuracy, timeliness, and efficiency, and, in the temporary absence of the supervisor, may perform the duties of that position.

Qualifications & Requirements

• A baccalaureate degree from an accredited college or university; or
• An associate degree or completion of 60 semester credits from an accredited college or university, and 12 months of satisfactory, full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
• A four-year high school diploma or its educational equivalent and two years of satisfactory full-time professional experience as described in "2" above; or
• A combination of education and/or experience equivalent to "1", "2" or "3" above. College education may be substituted for professional experience under "2" or "3" above at the rate of 30 semester credits from an accredited college or university for 6 months of experience. However, all candidates must have at least a four-year high school diploma or its educational equivalent; or

Additional information

To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "2" above.