Assistant Purchasing Agent (NY HELPS) - VID 213235

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Duties include but are not limited to:

• Perform a variety of clerical and financial support activities related to warehouse operations, purchasing, and inventory control.
• Process, review, and track purchase requisitions, stock supply requests, and equipment orders to ensure compliance with agency procedures, NYS purchasing guidelines, and applicable laws and regulations.
• Obtain and document competitive quotes; prepare purchase orders and support procurement documentation in accordance with established NYS finance guidelines.
• Maintain accurate records of purchases, contracts, invoices, and inventory transactions; reconcile procurement card transactions and monthly statements within the Statewide Financial System (SFS).
• Verify receipt of commodities and services to ensure conformance with specifications and assist with invoice processing and payment authorization.
• Monitor program expenditures and maintain financial and inventory records for warehouse operations.
• Review inventory levels, vendor catalogs, and related resources to determine availability of requested items and recommend alternatives when appropriate.
• Communicate with program staff, agency representatives, and vendors regarding order status, delivery schedules, usage estimates, and discrepancies.
• Prepare and maintain reports, spreadsheets, correspondence, and other documents utilizing Microsoft Office Suite and program-specific systems.
• Maintain organized filing systems and documentation for audit and managerial review purposes.
• Respond to telephone and email inquiries regarding warehouse services, purchasing, and inventory matters.
• May provide guidance or training to clerical staff engaged in purchasing, inventory tracking, and related administrative functions.
• Perform additional administrative and operational support duties as assigned.

Operational Needs:

• Possession and maintenance of a valid Driver's License issued by the NYS Department of Motor Vehicle is required.
• Operation of a motor vehicle may be required.
• Occasional travel between various Distribution Centers and the Empire State Plaza as needed. The minimum qualifications required for this vacancy. Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
• and applicants must meet the following minimum qualifications to be considered for this position: Five years of purchasing experience which includes being responsible for the purchase of a wide variety of supplies, materials, equipment, and services.

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level based on their experience and education.

• Purchasing Agent Trainee (equated to SG-13): Four years of purchasing experience which includes being responsible for the purchase of a wide variety of supplies, materials, equipment, and services.

Substitutions:

An associate degree in a related field can substitute for two years of specialized experience; a bachelor's in a related field degree can substitute for four years of experience; a master's degree in a related field can substitute for five years of experience; and a doctorate in a related field can substitute for six years of experience.

ORCurrent New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 12 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

NOTE:

IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional comments regarding the vacancy. Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply. For a full version of OGS's EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment. Some positions may require additional credentials or a background check to verify your identity.