The Office of Contracts/ Bid Administration Unit is recruiting for a Procurement Analyst Level I position to function as Bid Administration Officer, who will:
Rules. Review contract specifications and bid sheets for accuracy;
- Participate in competitive seal bids process as per the Procurement Policy Board (PPB)
- Conduct single bid survey by contracting potential bidders to determine lack of
Office of Contracts staff via telephone or correspondence;
- Communicate with vendors, HRA program areas, outside insurance representatives and
investigative reports and prepare Recommendation for Award for the approval of ACCO;
- Analyze information provided by selected vendors, requesting programs and different
and extension documents in FMS for registration of contracts with Comptroller’s Office;
- Prepare pre-encumbrance, and encumbrance for new contracts and renewals, increase
in reviewing bid documents after bid openings for completeness and accuracy of bid
- Attend pre-bid conference and bid openings; records vendor prices, assists the Supervisor
submissions; prepare and review letter notification of correction of bid prices;
with supporting documents;
- Prepare Schedule of Bids and send to requesting program area for review and approval
correspondence for Equal Employment Opportunity/Department of Small Business
- Prepare notification letters requesting insurance and bond requirements, and prepare
Services (EEO/DSBS) approvals;
prepare bidder lists and labels;
- Prepare the advertisement of the contract in the City Record and notice of solicitation;
complete the contract package with the assigned timeframe;
- The Bid Administration Officer consults with Bid Administration Supervisor in order to
provide technical assistance to Agency staff by answering questions/explaining
- Attend meetings, staff trainings, serve as liaison to the program areas and vendors;
procedures/legal requirements related to purchasing activities, in order to insure
compliance with Agency procedures.
Minimum Qual Requirements
1. A baccalaureate degree from an accredited college and six 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
2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
4. 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 for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.
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 "1" above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.
the oversight approval process.
- Knowledge of the Procurement Policy Board (PPB) Rules and the NYC Charter as it relates to
Management System (FMS), in order to retrieve and compile data into reports as required.
- Ability to maneuver through the Automated Procurement Tracking (APT) system, the Financial
agency staff and oversight agencies to which the office relates.
- Strong interpersonal skills which allow for effective direct communications with HRA officials,
- Excellent writing skills.
- Excellent computer skills.
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New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
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