Program Procurement Coordinator

New York, Kings, Bronx, Queens, Richmond

Posted 11/16/2022

Responsibilities

The Bureau of Equitable Health Systems (BEHS) is the healthcare systems bureau of DOHMH situated within CHECW and supporting the strategic plan and vision of the Chief Medical Officer. Our mission is to apply policy, evidence, and practical expertise to improve equity in health care delivery at the individual, organizational, financing, and systems levels. We aim to operationalize the Board of Health’s resolution of Racism as a Public Health Crisis by addressing structural racism and intersectional inequities embedded within the healthcare delivery system. The mortality experienced due to COVID-19 made visible the inequities that many New Yorkers experience in accessing the healthcare system; as well as the marginalization of essential health workers. As we move forward towards an equitable COVID-19 recovery, we need to develop innovative solutions to improve the performance, equity, and efficiency of the healthcare delivery system.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

Work with leadership to identify, evaluate and address procurement needs and support procurement of good and services.

Provide feedback and guidance to vendors on cost-estimates/proposals, proofs/samples, quantity and quality of goods and services received, invoice submission, and fiscal deadlines and ensure vendors deliver goods and services according to the terms and conditions of their purchase order and/or contract.

Assist with budget planning, implementation, monitoring, and modifications and prepare reports on procurements, contracts, grant activities, and inventory.

Support research and interpretation of relevant state, city, agency, and divisional policies and procedures and ensure program, vendor, and contractor compliance with those polices.

Support solicitation development, proposal evaluations and vendor selection, contract/agreement development and program development, implementation, and monitoring activities.

Develop and maintain a records management system for procurements, budgets and spending plans, budget modifications and contract amendments, solicitations, contracts/agreements, inventory, and other relevant documents.

Manage inventory of OHIS resources and ensure optimal levels of supplies and materials necessary for community outreach, education, and enrollment. This includes monthly reporting of inventory levels.

Participate in research, planning, and implementation of process improvement projects focused on improving and streamlining the procurement team’s workflows, processes, policies, and procedures, and support the drafting of guidance documents, templates, forms, and other communications for program staff and leadership.

Provide coordination and administrative support for OHIS’ programmatic needs, including meetings, committees, workgroups, and projects and assist in the research, analysis, planning and implementation of special projects.

Other duties as assigned by the Program Procurement Manager, including serving as the point person during supervisor’s absence and supervising unit staff in the temporary absence of the supervisor.

Will instruct, train, and supervise the daily activities of a College Aide.

Minimum Qualification

1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
4. A combination of education and/or experience equivalent to “1”, “2”, or “3” above. College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in “1” above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in “1” above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

Preferred Skills

Experience with the City of New York purchasing, budget, and contracting process.
Highly organized and exceptionally detail oriented.
Successful experience working under strict deadlines.
Excellent analytical ability and research skills.
Excellent interpersonal, organizational, and written and verbal communication skills.
Must be proficient in Microsoft Word, Excel, PowerPoint, Outlook, Microsoft Teams, Microsoft Forms, and survey administration software (e.g., SurveyMonkey, Google Forms).

Special Requirement

**IMPORTANT NOTES 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.

**LOAN FORGIVENESS

As a current or prospective employee of the Department of Health and Mental Hygiene, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information on Public Service Loan Forgiveness (PSLF) Program, Teacher Loan Forgiveness Program and Federal Perkins Loan Cancellation and Discharge, please visit: https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service.

For information on the New York State Student Loan Repayment Assistance Programs, please visit: https://www.hesc.ny.gov/repay-your-loans/repayment-options-assistance/loan-forgiveness-cancellation-and-discharge.html

“FINAL APPOINTMENTS ARE SUBJECT TO OFFICE OF MANAGEMENT & BUDGET APPROVAL”

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.

Salary: $ 50,972.00 - $ 75,000.00

To Apply

Apply online with a cover letter to https://a127-jobs.nyc.gov/.  In the Job ID search bar, enter: job ID number #  555391.

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.

NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your resume that you would like to be considered for the position under the 55-a Program.