Procurement Coordinator

Procurement Coordinator

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system's 2,000 square mile watershed that extends 125 miles north and west of the City. The Bureau of Water Supply seeks to hire an experienced Staff Analyst Level I to serve as the Procurement Coordinator in the Strategic Services Unit working in the Drinking Water Operations (DWO) Directorate upstate, New York. The Drinking Water Operations Strategic Services is responsible for the operation, maintenance and procurement of all water supply assets related to NYC Water Supply. The division also provides support for the Asset Management and Computerized Maintenance Management System (CMMS), leveraging technology to manage critical water supply assets through the implementation of corrective and preventive maintenance programs, inspection, and testing for the Bureau of Water Supply.

Under direction of the Chief of Procurement and Budget, The Procurement Coordinator will perform routine clerical and administrative tasks to support the Drinking Water Operations Procurement process, including data entry, document filing, managing emails, scanning, photocopying, and other related duties. Coordinate and track procurement deadlines within the Directorate and effectively communicate relevant information to Divisional staff. Prepare progress reports and summaries related to procurement activities, and assist in organizing, scheduling, and participating in meetings sharing key updates with staff as needed. Maintain daily coordination with the procurement team and provide a weekly bullet summary highlighting significant issues and concerns to the Chief of Procurement and Budget. Respond promptly to inquiries and correspondence from end users and bureau and follow up on any procurement discrepancies. Offer minor procurement training and data entry support to end users to help streamline processes. Ensure all SharePoint purchase requests are completed accurately and on time, and utilize Agency, Bureau, and Directorate-specific software, databases, and forms to facilitate procurement activities. Submit all necessary procurement documentation to support bureau processing requirements and carry out all administrative duties with professionalism and attention to details.

Specific duties include:

• Perform routine administrative duties including data entry, document filing, scanning, photocopying, and managing email correspondence to support procurement operations.
• Organize and track procurement deadlines and ensure timely communication of critical updates to Divisional staff.
• Prepare reports, summaries, and progress updates related to procurement activities.
• Schedule, prepare for, and participate in procurement meetings, conveying relevant information to staff as needed.
• Work closely with the procurement team to monitor daily activities and submit weekly summaries of key issues and developments to the Chief of Procurement and Budget.
• Respond to inquiries from end users and bureau staff; follow up on procurement discrepancies to ensure timely resolution.
• Provide basic procurement training and data entry assistance to end users to support an efficient procurement process.
• Ensure all purchase requests submitted via SharePoint are completed and processed correctly.
• Use internal systems, software, databases, and standardized forms to facilitate procurement tasks.
• Ensure submission of all required procurement documentation to meet bureau processing needs.
• Perform all administrative duties methodically, accurately, and professionally.
• Maintain appropriate contacts with vendors to provide order packing slips, invoices, insurance certificates etc. and submit them for approval to mitigate any procurement issues.
• Connect with division staff to obtain necessary documents, approvals and signatures for efficient procurement workflow.
• Laise with Bureau Procurement team to ensure vendor payments have been made, and track payment status to complete the procurement process.
• Solicite quotes from vendors and coordinate with end user on appropriate vendor selection.
• Integrate with vendors to resolve problems concerning the receipt of goods, and/or services, or for account payable related issues.
• Collaborate with MS&B procurement staff to obtain status on notice of awards, approvals etc., to expedite orders for division.
• Maintain liaison with other divisions within the Directorate for purchase alignment and documentation.
• Coordinate and track deadlines within the Directorate and Communicate appropriate information to staff within the division.
• Comply with EH&S procedures that relate to work assignments and work environment.

Preferred Skills:

• Analytical ability
• Strong organizational, interpersonal, and communication skills.
• Technical writing expertise
• Critical and analytical thinking
• Grasps new concepts, approaches and systems
• Punctuality
• Keeps accurate records
• Proficiency in Microsoft Office 365 suite including Word, Excel, Outlook, Power BI, SharePoint and PowerPoint and financial information technology systems or databases.
• Ability to manage multiple priorities and meet deadlines
• Attention to detail and commitment to accuracy
• Experience in procurement preferred

Hours/Shift: 35 Hours per week / Day shift

Work Location: 15 Skyline Drive Hawthorne, NY 10532 Work (Training) Location: 465 Columbus Ave Valhalla NY 10595 STAFF ANALYST - 12626