Purchasing Assistant, Bureau of Mental Hygiene Administration - 347408
The Office of Procurement Services within the Office of Administration plays a central role in the provision of non-direct service support for the Division of Mental Hygiene. It oversees the allocation of the Division's Other Than Personal Services (OTPS) budget, including the processing of non- service contracts, the purchasing of goods and services in support of programmatic goals, and ensuring that all activities meet Agency and City Procurement guidelines.
- Prepare CARS for contract requests in CONTRAK system.
- Analyze purchase requests specifications and prepare and submit purchase requisitions.
- Review and monitor budgetary data to see if funds are available.
- Prepare receiving reports for invoices so payment can be expedited.
- Review payment requests in PAYRS and expedite payment of invoices.
- Monitor and reconcile Purchase; tracking Report.
- Review and assign budget codes for the Division's travel requests.
- Prepare and submit encumbrances for purchases against DOHMH contracts.
- Assist with budgetary projects as needed.
You will support the needs of the Division by:
• Processing Purchase Requisitions in ConTrak Purchasing system.
• Processing Invoice Payments in PAYRS
• Contacting vendors for price quotes as needed.
• Updating Blanket Order Report and P card Report
• Assisting with P card Reports.
• Assisting with reconciliation of the OTPS Budget.
• Creating spreadsheets and reports in Excel.
• Communicating with Office of Procurement and the MWBE unit to process purchase orders.
• Assist with reconciliation of purchase trackin2 report
• Assigning budget information for the Division's travel requests
• Maintain Software inventory list.
Minimum Qual Requirements
1. A baccalaureate degree from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U. S. Secretary of Education and by the Council of Higher Education Accreditation (CHEA), and six months of full-time, satisfactory professional, technical, or administrative experience in one or more of the following fields: program evaluation, contract negotiation/management, fiscal/financial management, or project management; or
2. A four year high school diploma or its educational equivalent approved by a State’s Department of Education or a recognized accrediting organization and four years of full-time, satisfactory professional, technical, or administrative experience in one or more of the following fields: program evaluation, contract negotiation/management, fiscal/financial management, or project management; or
3. Education and or experience equivalent to “1" or “2" above.
- Strong proficiency with Microsoft Word, Excel, and Access, as well as Outlook and Internet. Knowledge of both FMS and OTPS budget systems a plus
- Strong business/purchasing background a plus
- Ability to work with minimal supervision, set priorities and meet deadlines in a fast paced and changing environment
- Strong analytical, organizational follow through
- Ability to communicate clearly and concisely, both verbally and in writing
- Self-motivated and able to work with a team of diverse professionals
- Ability to provide excellent customer service to the Division of Mental Hygiene staff.
**IMPORTANT NOTE TO ALL CANDIDATES:
Please note: If you are called for an interview you will be required to bring to your interview copies of original documentation, such as:
• A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Driver’s license.
• Proof of Education according to the education requirements of the civil service title.
• Current Resume
• Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e. Telephone, Cable, Mobile Phone)
Additional documentation may be required to evaluate your qualification as outlined in this posting’s “Minimum Qualification Requirements” section. Examples of additional documentation may be, but not limited to: college transcript, experience verification or professional trade licenses.
If after your interview you are the selected candidate you will be contacted to schedule an on-boarding appointment. By the time of this appointment you will be asked to produce the originals of the above documents along with your original Social Security card.
The federal government provides student loan forgiveness through its Public Service Loan Forgiveness Program (PSLF) to all qualifying public service employees. Working with the DOHMH qualifies you as a public service employee and you may be able to take advantage of this program while working full-time and meeting the program’s other requirements.
Please visit the Public Service Loan Forgiveness Program site to view the eligibility requirements:
Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter: job ID number # 347408.
We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.
The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.
All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.
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.