Purchasing Agent

Duties Description Under the direction of the Director of Management and Budget, Deputy Director, and / or other supervisory chain of command, the purchasing unit is responsible for the agency purchasing program and oversees the purchase of a variety of supplies, materials, equipment, and services required by departments / directorates. Incumbent will ensure purchasing activities are implemented in accordance with State contracts and open market buying rules and regulations issued by the Department of Law (OAG), Office of General Services (OGS) and the Office of the State Comptroller (OSC). When applicable, incumbent will properly incorporate National Guard Bureau rules for the purchasing of goods and services.

Due to the unique aspects of DMNA, Purchasing Agents perform a variety of duties and responsibilities in support of State Active Duty (SAD) military missions. These include but are not limited to, coordination, purchasing and reconciliation of hotels, meals, vehicle rentals, and travel arrangements for service members.

The position performs responsibilities in accordance with all statutory, agency and labor contract requirements and where applicable, in accordance with National Guard Bureau (NGB) standards, specifically those requirements of the Master Cooperative Agreement between NGB and DMNA - current and as amended for all. The position may report to state and / or federal supervisory personnel.

Responsibilities include but are not limited to the following :

• Receives, reviews and processes requests from agency program departments for the purchasing and or contracting of all types of goods and services.
• During review and processing ensures proper vendor selection procedures are applied.
• Ensures funds are available.
• Prepares and processes purchase orders in accordance with requirements.
• Prepares bid proposals and specifications for items to be placed under contract.
• Reviews bids for accuracy and completeness and awards or recommends award of contract based on requirements.
• Processes contracts according to rules and regulations and prepares correspondence accompanying award correspondence.
• Supervises support staff in all aspects of purchasing and procurement.
• For all emergency purchasing, ensures goods and services are acquired in accordance with agency requirements, maintains meticulous records, and performs reconciliation of records at completion.
• Assists with documentation / data for Federal Emergency Management Agency (FEMA) reimbursements.
• Must successfully complete training for any required state and federal specific software and data systems such as the Statewide Financial System (SFS) and the Statewide Learning Management Systems (SLMS).
• Provides training to staff and service members in State procurement and purchasing procedures / policies.
• Travel will be required (in-state and out-of-state) to other facilities; to attend training; to present training; or other requirements related to duties as needed. Travel will utilize various modes of transportation.
• At times, immediate response travel will be required to support NYS military forces with procurement / purchasing requirements in support of domestic military missions.
• Attend and complete training as required.
• Will perform supervisory duties as directed.
• Overtime will be required as needed to support agency operations, especially in support of NYS military forces responding to domestic emergencies.
• Other job duties as assigned.

JOB REQUIREMENTS

Additional Preferred Skills :

Minimum Qualifications Satisfactory completion of three (3) years in a position allocated to Salary Grade 13 or higher in which primary duties include accounting, purchasing, bookkeeping, finance, or similar duties and responsibilities.

An Associate's degree in a finance or accounting related field and a minimum four (4) years of experience in which 50% or more of your time must have included accounting, purchasing, bookkeeping, finance, tabulations and calculations, preparing specifications and reviewing bid proposals, or similar duties and responsibilities and one (1) year of supervisory experience.

A Bachelor's degree in a finance or accounting related field and a minimum two (2) years of experience in which 50% or more of your time must have included accounting, purchasing, bookkeeping, finance, tabulations and calculations, preparing specifications and reviewing bid proposals, or similar duties and responsibilities and one (1) year of supervisory experience.

Must be at least 18 years of age and have a high school diploma or GED.

Must be able to read and write in English.

Must be familiar with and be able to independently use commonly utilized software programs such as Microsoft Word and Excel.

Required to have or successfully complete within 90 days of receiving computer access, all SFS, SLMS and other computer training as related to position duties.

Must have and maintain a valid driver's license to operate a motor vehicle in the State of New York.

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET clearance may be required.

At all times, the employee MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.

NOTE : Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for current information on minimum requirements for appointment. Please contact State Human Resources Directorate for any further information regarding the position requirements.

Additional Comments This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.

Current Start Rate : $68,488

Job Rate : $82,656

Some positions may require additional credentials or a background check to verify your identity.

Name Kristen Dryer

Telephone 518-786-4830

Fax 518-786-6085

Email Address ng.ny.nyarng.mbx.mnhs-job-posting@army.mil

Address

Street New York State Division of Military and Naval Affairs Heaadquarters - State Human Resources Management

330 Old Niskayuna Road

City Latham

State NY

Zip Code 12110

Notes on Applying To be considered for interview, submit a cover letter and resume. In e-mail subject line and cover letter indicate the title, location, vacancy announcement number of the position for which you are applying. Ensure to clearly note how you meet the minimum qualifications for the position. Please be certain to note your specific license or certification to meet requirements.

If you are a former public employee retired within New York State currently receiving benefits, indicate this and the name of the retirement system in your cover letter.

Cover letter and resume may be submitted via E-mail (preferred method), FAX, or Mail. ENSURE TO COPY E-MAIL ADDRESS EXACTLY.

E-mail to : ng.ny.nyarng.mbx.mnhs-job-posting@army.mil

FAX to : (518) 786-6085

Questions : (518) 786-4830

Mail to :

New York State Division of Military and Naval Affairs

State Human Resources Management

330 Old Niskayuna Road

Latham, New York 12110-3514

Attn : Classifications

POSITION WILL BE POSTED UNTIL FILLED.

VAGUENESS AND OMISSIONS WILL NOT BE RESOLVED IN YOUR FAVOR.

ALL CURRENT PERMANENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE INTERVIEWED TO EVALUATE THEIR QUALIFICATIONS, TRAINING, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION. THE REQUIREMENT TO PROVE QUALIFICATION SHALL REST WITH THE EMPLOYEE.

ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.

Salary : $82,656