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Lead Procurement Specialist

2 months ago

Albany, New York, United States StateJobsNY Full time
Minimum Qualifications


Possession of a Bachelor's degree along with a minimum of five years of pertinent experience, which includes at least two years in a supervisory capacity or successful completion of a designated supervisory training during the probationary period.


Preferred Qualifications


A Bachelor's degree in Business or Public Administration, coupled with eight years of relevant experience within a large public sector organization, including two years of supervisory experience in a collaborative team environment, overseeing multiple projects.

Familiarity with New York State procurement regulations is essential.

Extensive experience in negotiating, bidding, awarding, and managing professional service agreements and/or construction contracts, along with a thorough understanding of the building design and construction process is highly desirable.

An advanced degree is considered an asset.


Essential Skills


Proven ability to operate independently while exercising sound judgment.

Comprehensive knowledge of the building fit-out process.

In-depth understanding of operations and construction purchasing.

Demonstrated capability to provide leadership and engage in team efforts.

Strong interpersonal and diplomatic skills.

Exceptional negotiation skills with a record of successful outcomes.

Organizational proficiency with the ability to prioritize effectively.

Attention to detail and accuracy is crucial.

Analytical and conceptual skills are essential.

Excellent verbal and written communication abilities.

Proficiency in PC applications, including Outlook, Access, Excel, and Word.


Duties DescriptionPrimary Purpose


The Lead Procurement Specialist oversees intricate procurements managed by the organization, ensuring compliance with relevant laws, policies, and procedures.

This role includes managing procurement staff and undertaking assignments that necessitate procurement expertise, independent judgment, and discretion concerning complex procurement issues, requiring substantial collaboration with organizational staff and clients.


Essential Functions


Operate independently with significant judgment and discretion to manage complex procurements, ensuring timely and efficient completion in alignment with internal protocols and guidelines to enhance customer satisfaction.

Supervise the Procurement Unit staff; allocate and assign responsibilities among team members; review the work performed by procurement staff while addressing inquiries clearly and informatively; resolve procurement-related challenges promptly or escalate them to the appropriate leadership.

Lead and participate in consultant selection committees, assess cost and fee proposals, and negotiate terms and conditions of work authorizations, contracts, job orders, and/or purchase orders.

Engage with organizational staff and clients, consultants, contractors, vendors, and other third parties regarding all facets of the procurement process, including the interpretation and application of procurement procedures and guidelines, contract stipulations, and the processing of work authorizations, contracts, job orders, and/or purchase orders.

Consult with leadership to ensure the proper and timely execution of procurements; identify potential issues or delays, propose solutions, and communicate relevant information to leadership as necessary.

Oversee vendor responsibility staff and manage the vendor responsibility review process.

Conduct thorough vendor responsibility assessments.

Supervise and review the collection, evaluation, and monitoring of insurance documents from consultants, contractors, and/or vendors for compliance with contractual obligations, interacting with relevant parties as needed.

Perform detailed reviews of procurements for accuracy and completeness to ensure compliance with client and organizational objectives, established procedures, statutory requirements, and other applicable laws.

Coordinate with managers from other units to ensure efficient process flow within the organization and provide support on all procurement matters.

Draft, review, recommend, approve, and/or execute procurement-related documentation, including correspondence, requests for proposals, requests for qualifications, bid openings, contract awards, purchasing requisitions, purchase orders, and any related documents or amendments in accordance with established procedures.

Ensure all documents are legally compliant and possess necessary approvals and supporting documentation.

Conduct final audits and approvals of procurements processed by subordinate staff.

Monitor the status of assigned team procurements concerning volume, potential delays, and available funding, following up with relevant staff as needed.

Assist leadership in developing parameters, processes, and procedures for new projects or programs, including attending meetings and drafting necessary documents.

Support leadership in the formulation, documentation, and implementation of procurement policies and procedures, recommending modifications to existing processes as necessary.

Assist in assessing, developing, and implementing internal controls for the Procurement Unit, participating in the review and testing of such controls.

Prepare documentation and/or responses to information requests and policy matters related to procurement.

Gather data, conduct research, and report findings to leadership and legal counsel as required.

Develop systems applications and procedures to enhance workflow.

Monitor project budgets and procurement schedules, adjusting timelines as necessary to meet organizational and client requirements.

Maintain accurate procurement records in accordance with established procedures.

Stay informed about issues and developments in public procurement.

Establish and monitor performance metrics and unit objectives.

Promote organizational services to clients at conferences and trade shows.

Develop, document, implement, and/or oversee the implementation of procedures.

Collaborate closely with the Office of Opportunity Programs to encourage participation from small and veteran-, minority-, and women-owned businesses in procurements.


Other Duties and Responsibilities


Supervise, train, and evaluate team members.

May authorize purchase orders and work authorizations.

Assist in tracking and reporting performance metrics related to procurement functions.

May contribute to the development of system solutions.

Support the assessment, development, and implementation of internal controls, participating in their review and testing.

Assist management in formulating policies.

Develop, document, and implement policies and procedures.

Undertake special assignments as directed.

Adhere to attendance policies and maintain regular attendance.

Comply with established information security standards.


Supervision


This position requires supervision of employees.


Physical/Mental/Visual Demands


Travel may be necessary, utilizing various modes of transportation, which may include overnight stays at accommodations.

This role involves complex and time-sensitive decision-making.

Extended work hours may be required.


Work Environment


Standard office setting, utilizing equipment such as PCs, printers, copiers, and other office machinery.


Additional Comments


The organization provides financing and construction services to public and private institutions that serve the public good.

We offer a comprehensive benefits package, including:

  • Multiple health insurance options
  • Dental and vision coverage
  • Membership in the retirement system
  • Deferred compensation investment plan
  • Generous vacation and sick leave
  • Paid holidays
  • Tuition reimbursement
  • Training and development opportunities

Additional benefits include:

  • Telecommuting Work Plan with specific guidelines
  • Limited Work from Home options after a designated period
  • Eligibility for the Public Services Loan Forgiveness Program

Some positions may require additional credentials or background checks for identity verification.