PRINCIPAL ADMINISTRATIVE ASSOCIATE

Under supervision with some latitude of independent judgement and decision making, the selected candidates will assist personnel in processing procurement documents and contracts, advise and assist operational, technical and professional staff and manage contracts for services as assigned.
Duties include, but are not limited to the following:
1. Review purchasing requisitions, procurement and contract documents, checking descriptions and specifications to determine their accuracy and adequacy; consult with appropriate agency staff
to adjust possible discrepancies. Participate in preparation of small purchase solicitations and the solicitation of bids and suggest possible sources of supply.
2. Participate in the tabulation and analysis of bids, the examination of samples and the investigation of bidders and prospective contractors.
3. Examine relevant publications and become familiar with market conditions, price trends and trade practices.
4. Obtain data needed in the preparation of invitations for bid and requests for proposal and determine appropriate solicitation procedures. Prepare documents for bid and/or proposal solicitations
and for processing of contract awards, registrations and modifications; organize bidders' packages for solicitations; develop bid schedule, identify special conditions, determine level of
competition and solicit bids and proposals from potential contractors.
5. Review bids and proposals submitted by vendor/providers to ensure conformity to agency, city, state and federal requirements. Enter and retrieve data from automated information systems and
obtain information relating to ability of vendors and contractors to provide goods and services in a timely manner.
6. Prepare required procurement documentation. Review bid offerings; select lowest bidder; prepare recommendations for awards. Prepare, review and modify routine contract specifications and
conditions of purchase; participate in contract negotiations.
7. Follow up on problems regarding delivery of goods and services and prepare periodic progress reports on procurement status. Make reports on contractors' performance. Act as primary liaison
between the agency and contractors, vendors and business representatives.
8. To ensure contract compliance, monitor the performance of a number of contractors through on-site inspections and review of standard reporting documents and through analysis of all
documents submitted for review, including agency audit reports.
9. Upon submission of requisitions (or other acceptable intake formats i.e. Movaris), liaise with pertinent NYCHA staff (operations, trades, etc.)on follow-up information of the need including
understanding burn rates if applicable, delivery requirements, space constraints at the delivery site etc. or any other required information.
10. Assist with monitoring of MWBE and Section 3, ensuring opportunities for and utilization of disadvantaged firms.
11. Purchase point of contact for vendor management issues such as delivery updates, return merchandise, etc. for NYCHA staff as well as the related vendors.
12. Assist with monitoring of purchasing trends for non- contract items and liaising with procurements on establishing contract mechanisms.
13. Purchase staff will execute the transactional processes involving the buying of goods and services such as processing micro-purchases, standard purchase orders etc. for their assigned
borough by identifying current contacts in place or via the non-catalog process.
14. Troubleshoot purchasing issues.
Additional Information
1. Due to the existence of a civil service list, candidates must have permanent civil service status in the title of Principal Administrative Associate to be considered.
2. INTERAGENCY TRANSFERS INTO NYCHA OF THOSE PERMANENT IN TITLE ARE NOT PERMITTED IN THE FACE OF AN ACTIVE AND VIABLE NYCHA PROMOTION LIST OR
PREFERRED IS FOR THE SAME TITLE.
3. For NYCHA employees: Employees applying for transfer, promotional, title or level change opportunities must have served a period of one year at current location and in current title and level (if
applicable).
NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a Program. For detailed information regarding the 55-a Program, click on the link below:
https://bit.ly/55aProgram
Please read this posting carefully to make certain you meet the qualification requirements before applying to this position.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

55a Program

Public Service Loan Forgiveness

Residency Requirement

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.