Job Description

Note: Only those serving in the permanent civil service title of Principal Administrative Associate will be considered.

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 nearly6,000 employees. DEP's water supply system is comprised of19 reservoirs and 3 controlled lakes throughout the system’s2,000 square mile watershed that extends 125 miles north and west of the city.

The Bureau of Customer Services (BCS) oversees the production and collection of water and wastewater bills along with all the work required to maintain our city wide network of meters and meter reading devices. BCS serves approximately 836,000customers and generates $4 billion of revenue annually.

The Bureau of Customer Services seeks to hire candidate with 3 years or more of Procurement experience to serve as a Procurement Liaison within the Administration Unit. Under the direction of the Procurement Director, with some latitude for independent initiative and judgement, the selected candidate will be responsible for purchasing goods and services and processing of procurement documents and contracts.

Responsibilities will include, but are not limited to,

Prepare solicitation and payment documents required for all methods of procurement, including Micro Purchases, Small Purchase, Direct Orders, Intergovernmental purchases, and Multi-year contracts;

Prepare and process orders in a timely and accurate manner in accordance to agency rules and assist in tracking of procurement and budget assignments and deadlines;
Provide reports, summaries, and progress updates related to procurement and budget encumbrance activities.

Working closely with the procurement and budget team to monitor daily activities and submit weekly summaries of key issues and developments to the Director of Procurement and Budget.
Responding to inquiries from end users and bureau partners and following up on procurement and budget discrepancies to ensure timely resolution.

Providing basic procurement and budget training and data entry assistance to staff in order to support an efficient procurement and budget process.

Maintaining appropriate contacts with vendors and/or Accounts Payable team/End Users etc. to provide order packing slips, invoices, insurance certificates, receiving reports etc. and submit them for approval to mitigate any processing issues.

Coordinating with oversight and support bureaus to obtain necessary documents, approvals and signatures for efficient procurement workflow.

Liaising with Accounts Payable team to ensure vendor payments have been made, and track payment status.

Soliciting quotes from vendors and coordinating with end user on appropriate vendor selection.

Coordinating with vendors to resolve problems concerning the receipt of goods, and/or services, or for account payable related issues.
Perform related assignments and special projects as required.

Physical/Environmental Factors:

Prolonged sitting.
High Volume, Incoming and outgoing calls.
Extensive typing for data entry work.

Preferred Skills:

1. Strong analytical abilities and research skills.
2. Advanced proficiency in Microsoft Office – Word, Excel, and Project.
3. Strong organizational, writing and communication skills.
4. Ability to work under limited supervision and to handle multiple assignments with limited time constraints and detailed oriented.
5. Demonstrates personal initiative, responsibility, leadership and flexibility.
6. Working Knowledge of Financial Management System (FMS), PASSPort, and other City procurement information systems.

To Apply:
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Hours/Shift:
35 hours per week

Work Location:
59-17 Junction Blvd. Flushing, NY 11373

Recruitment Contact: Grace Pigott Recruitment Email: gracep@dep.NYC.gov

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.