Assistant Purchasing Manager

***Your cover letter must state that you currently hold a permanent Procurement Analyst title or that you are listed as reachable on the Procurement Analyst list. Applications without this information will not be considered for an interview.

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 Agency Chief Contracting Office (ACCO) is responsible for directing and managing the agency’s procurement. The ACCO's Office works cooperatively with DEP’s operational and support bureaus to manage the procurement process to support their programs and operations requiring capital construction projects, supplies, and services, such as construction and construction-related professional services, primarily, engineering. The ACCO also coordinates with the Mayor’s Office of Contract Services (MOCS), the Comptroller’s Office, the Office of Management and Budget and other agencies. The ACCO’s Office consists of eleven (11) organizational groups: Contract Management, Special Projects, Contract Administration, Contract Compliance and Opportunities, Administrative Services, Purchasing Management, Payments and Accounting, Contracts Review, ACCO Operations Unit, Contract Negotiation Unit, and Scope/Specifications Review Unit.

Office of Purchasing Management (OPM) is responsible for supporting our operating Bureaus in the procurement of goods, services, and construction/construction-related services. OPM division is responsible for purchasing goods and services through various procurement methods within the Small Purchase threshold, which the dollar limit is $100,000 for small purchase bids, $1.5 million for MWBE Small Purchases, $20K for Micro-Purchases and various other procurement methods under $100K. OPM also utilizes established Citywide requirement contract, Office of General Services (OGS) State requirement contract and General Services Administration (GSA) Federal requirement contracts to purchase various goods and services for the agency.

The Assistant Procurement Manager will be responsible for assisting the Procurement
Manager, Assistant Deputy Agency Chief Contracting Officer (ACCO) and Deputy ACCO with the management of the Agency's
Procurement Card program. Monitoring P-cards to ensure compliance with all City and Agency
purchasing guidelines and policies including, but not limited to, split-ordering, unusual spending
patterns, or out of policy card transactions. Review Cardholder spending profiles for appropriateness.
Ensuring that card transactions are appropriate to the Agency mission. Provide support for all Agency
P-cards stakeholder program matters. Monitor and conduct post-audits of all p-card transactions. The
Assistant Procurement Manager will also be responsible for reviewing and processing complex
procurement methods such as small purchase bids, small purchase sole source, intergovernmental
(OGS/GSA), required source (preferred), MWBE Small Purchase and exempt purchases (PON1,
training and memberships).

Job Tasks/Duties:

1. Monitor and conduct post-audits of all micro and procurement card transactions, MWBE non-competitive purchases, and all other procurement methods processed within the Office of Purchasing Management to ensure compliance with Procurement Policy Board (PPB) Rules, City and Agency requirements. Conduct agency-wide surveys and coordinates information relative to the concerns of the DACCO. Prepares reports, charts, graphs, other related materials.

2. Assist in the management of the Agency's Procurement Card program. Monitoring P-card use to ensure compliance with all City and Agency purchasing guidelines and policies
including, but not limited to, split-ordering, unusual spending patterns, or out of policy card transactions. Review Cardholder spending profiles for appropriateness. Ensuring that card
transactions are appropriate to the Agency mission. Provide support to all Agency P-card stakeholder program matters. Monitor and conduct post-audits of all p-card transactions.

3. Processes purchase requisitions of highly complex commodities, checks descriptions and specifications to determine accuracy and adequacy, and consults with Bureau to adjust possible discrepancies; Reviews bid offerings, makes recommendation of award to the lowest responsible, responsive bidder or most advantageous offer as necessary; prepares recommendation of award recommendations to ensure that proposed award meet all city and agency requirements, such as Passport, Vendor Information Exchange System(VENDEX), prevailing wage compliance and bid requirements.

4. Collaborate with all responsible parties in utilizing Passport for all small purchase procurement methods such as: MWBE Non-Competitive Small Purchase, Sole Source, Required Source, Intergovernmental procurements etc. Create requisitions (RFI), review specification /scope of work, create proposal response grids. Assist in contract administration (create authoring document and uploading contract documents into Passport), MWBE vendor selection for Non-Competitive Small Purchases, review price proposals, create Determination of Award, Responsibility Determination, and contract encumbrances. Notify the Deputy ACCO via Passport notification for review and approval. Inform bureau and supervisor of bid results, awards and registrations via Passport. Keep track of movement of tasks throughout the entire procurement process and troubleshoot when necessary. Train and assist Purchasing staff on the functionality of Passport application.

5. Interfaces with agency personnel and contractors, as required, providing appropriate service and support. Represents the ACCO's Office in a professional and courteous manner in order to provide the services requested and required in order to conduct the business of the office.

6. Processes complex procurements against federal and state requirement contracts. Reviews and maintains records of current Federal (GSA), and New York State Office of General Services (OGS) contracts. Ensures the utilization of these contracts by Procurement Liaisons. Reviews specifications to determine accuracy and adequacy and consults with Bureau to adjust possible discrepancies; Solicits and evaluates bids to ensure conformity to requirements. Reviews all submitted intergovernmental requests to ensure all documents are completed as required.

PROCUREMENT ANALYST - 12158