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Director of Purchase Order Processing
2 weeks ago
Open to candidates who are permanent in the civil service title of Administrative Procurement Analyst or the comparable civil service titles of Administrative Contract Specialist and Administrative Staff Analyst. Due to active promotional list for Administrative Staff Analyst, only permanent DOHMH candidates can be considered.The Bureau of ACCO within the Division of Finance is requesting to hire Administrative Procurement Analyst or the comparable civil service titles of Administrative Contract Specialist and Administrative Staff Analyst to perform duties as a Director of Purchase Order Processing & Registration. Division Work Unit: Finance / ACCO (Director of Purchase Order (PO) Processing & Registration)Summary Description The Finance Division at DOHMH has central responsibility and authority for all the finance, contracting, procurement, payroll, and revenue functions of the agency. Finance helps to ensure that programs and operations have the information, analysis, funding, and capacity to deliver critical services effectively and meet DOHMH's public health and racial equity objectives.Position Summary: The Director of Purchase Order (PO) Processing & Registration would be overseeing a team of 4. The team of 4 includes 3 Registration Analyst and a College AIdes.. Job Duties and Responsibilities:- Supervise PO Registration Unit. Efficiently distribute and assign workload to staff. Monitor staff performance and work progress to ensure tasks are completed timely and accurately. - Provide guidance and support to staff-Train staff in all duties related to their work; ensure that staff complete all required DOHMH trainings on time and relevant procurement trainings as necessary.- Utilize multiple databases and citywide systems. Input budget and contract data in the city’s Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort). - Review and analyze all contract packages for completeness, ensuring that all documentation and required forms are in compliance with the city’s rules and regulations. - Open service tickets to resolve OES and PASSPort issues. - Oversee vendor management actions are processed and submitted to the Comptroller’s Office in a timely manner. - Ensure timely PO registration and prioritization of high priority actions.- Oversee processing and approvals of Purchasing action requests in OTPS Encumbrance System (OES). - Resolve any discrepancies found from OES Reconciliation Exception Report.- Provide technical assistance to program units and budget office in order to resolve errors in encumbrances.-Draft and prepare memos, respond to oversight agency inquiries regarding PO registration and encumbrance issues, and ensure that responses to oversight agencies are prioritized.-Ensure copies of registered POs are uploaded into the agency’s Purchasing system and sent out to contractors and program units upon registration.-Assist Division with annual fiscal year-end close out.- Classify, file and archive contracts and procurement files as necessary. Properly dispose of files in accordance with the City’s retention schedule- Participate in staff recruitment activities, including drafting job descriptions, interviewing candidates, and recommending candidates. - Onboard new staff. Develop and issue Tasks and Standards. - Conduct employee performance evaluations on an annual basis (or interim basis as necessary). - Attend office meetings including program bureau meetings, represent Assistant ACCO and Deputy ACCO at key meetings with senior officials within the agency.- Research and retrieve documents for FOIL requests and audits.- Maintain Agency’s procurement records and file room according with the Agency’s standards and City’s retention policy.- Assist with special projects as assigned.ADM PROC ANAL-NM FRM M1-3 - AMinimum Qualifications1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or 2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above. Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.Preferred SkillsWhy you should work for us: - Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website ( - Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a assessment. o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers. - Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. - Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work. Established in , the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise. Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at or --.55a ProgramThis position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.Public Service Loan ForgivenessAs 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 class="jobad-residencyRequirement">Residency RequirementNew 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.
