What are the responsibilities and job description for the PROCUREMENT SPECIALIST position at NYC Department of Social Services?
- SHORT TERM POSITION** - Please note, this position is available through January 2026. The selected candidate will be well positioned to apply for a more permanent position in the agency as vacancies arise.
NYCEM’s Finance Office is responsible for the oversight, management, accounting, and reporting of all agency funds, as well as the procurement planning, development, implementation, and management of all agency contracts.
The Procurement Unit is responsible for providing management, oversight, review, and support of all procurement functions at NYCEM. NYCEM procurements are governed by the City Charter and the City Procurement Policy Board (PPB) Rules.
The Procurement Specialist, under the guidance of the Deputy Agency Chief Contracting Officer and Agency Chief Contracting Officer, will be responsible for the processing of all agency procurement while ensuring the adherence to City, State and Federal procurement guidelines.
- Processing all procurement and contract actions for assigned program units, including project development, writing, and releasing solicitations, reviewing proposals, processing documents such as pre-solicitations reports, public hearing submissions, City Record ads, recommendations for award, vendor responsibility determinations and registering of contracts with Comptroller
- Processing contract amendments, renewals and extensions; handling contractor performance evaluations
- Ensuring citywide procurement policies are followed in contract processing, including Minority/Women-owned Business Enterprise (M/WBE) compliance
- Maintaining procurement and contract management tracking tools
- Performing all contracting functions in the Procurement and Sourcing Solutions Portal (PASSPort) system; the Financial Management System (FMS); and internal agency purchasing systems
- Communicating with vendors to request required documents, and review submitted documents for completion and compliance with procurement rules and regulations.
- Providing technical assistance to contractors to facilitate appropriate oversight approvals and clearances.
- Ensuing timely registration of contracts; accurately and efficiently manage procurements from time of assignment until registration stage.
- Identify challenges and solutions on contract matters; correspond with program units and ACCO
- Responsible for the purchasing of good and services as well as processing all procurement functions.
- PLEASE NOTE THE FOLLOWING:
The selected candidate will be assigned to an on-call Emergency Operations Center (EOC) team and will be expected to work non-business hours during some emergencies. These non-business hours include nights, weekends, holidays, and extended week hours outside of a 9AM-5PM schedule. The selected candidate will also participate in trainings to build skills and competencies in emergency response; will participate in drills and exercises associated with the on-call EOC team; and may volunteer to assist with Ready NY emergency preparedness presentations to external groups. EOC teams are on call for three weeks at a time, with six weeks off in between.
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Candidates must be authorized to work in the United States without employer support to be eligible for selection.
For this position, the “Special Note” below in the Minimum Qualification Requirements does apply.
IN ORDER TO BE CONSIDERED FOR THIS JOB, PLEASE SUBMIT A SEPARATE COVER LETTER IN THE ATTACHMENTS SECTION OF THE APPLICATION PORTAL.
Preferred Skills
- Knowledge of the Procurement Policy Board (PPB) Rules and the NYC Charter as it relates to the oversight approval process.
- Awareness of the City’s Minority/Women-owned Business Enterprise (M/WBE) Program
- Ability to write business letters and correspondence. Advanced Microsoft Excel and Word skills
- Excellent writing, interpersonal, customer service and presentation skills
- Working experience with FMS and Passport systems
- Ability to adapt to a fast-paced work environment and changing needs and priorities
Competencies:
- Knowledge – possesses appropriate subject matter expertise.
- Work Ethic and Productivity – produces consistently high quality, accurate, and on-time deliverables; takes responsibility, is dependable, and accountable, and follows through; is responsive to requests from leadership.
- Strategic Problem Solving and Innovation – is thoughtful and deliberate in approach to solving problems; demonstrates innovation and creative thinking.
- Effective Communication – communication is clear, precise, and timely; understands their audience and display confidence in delivering their message.
- Teamwork – encourage collaboration and motivate others; is able to both lead and follow when necessary; is an active listener and consider a broad range of perspectives.
EMERGENCY PREPAREDNESS SPECIAL - 94612
Minimum Qualifications
- A four-year high school diploma or its educational equivalent approved by a state's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience in one or a combination of the following: emergency management, fire, police, or military service, public safety, public health, public administration, urban planning, engineering, or another specialized area to which the appointment is to be made; or
- A baccalaureate degree from an accredited college and two years of satisfactory full time professional experience in the areas listed in "1" above; or
- A master's degree from an accredited college in emergency management, public administration, urban planning, engineering, economics, political science, the physical sciences ,or related field and one year of satisfactory full-time professional experience in the areas listed “1" above, at least two years of which must have been in one of those areas, or another specialized area to which the appointment is to be made.
- Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must have a four-year high school diploma or its educational equivalent.
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, one additional year of professional experience as described in ""1"" above.
Public Service Loan Forgiveness
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.
Residency Requirement
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.
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.
