Occ. Code 1810150

PURCHASING OFFICER 1, GRADE 18

New York State Department of Civil Service

Classification Standard

NATURE OF WORK

            Positions in this class perform a wide range of activities involved in the centralized development and administration of purchase contracts statewide for materials, equipment and supplies for State agencies, eligible public authorities, political subdivisions and others authorized by law.

            Purchasing Officer positions are found in several State agencies with the largest number of positions located in the Office of General Services.

CLASSIFICATION CRITERIA AND DISTINGUISH CHARACTERISTICS

            Working as a member of a commodity group purchase team, this class is characterized by responsibility for performing a wide range of professional purchasing tasks under direct supervision and in line with established precedents and guidelines.  The activities performed include the provision of assistance to participating agencies concerning product information and specification details, analyzing purchase requirements and preparing recommendations for term contracts, preparing final bid documents and developing sources of supply and bidders for contracts.

            By statute, the Standards and Purchase Group has responsibility for the New York State purchasing function.  Essentially, all purchasing for New York State Executive Branch agencies is performed under the control of this group.

            Positions of Purchasing Agent in an agency assignment are distinguished from Purchasing Officer 1 by the responsibility for all or a major part of a large purchasing program and for supervising subordinate purchasing positions.

            That part of the agency purchasing function which is not under contract is performed by Purchasing Agents in accordance with the rules and regulations established and promulgated by the OGS Standards and Purchase Group.

TYPICAL ACTIVITIES, TASKS AND ASSIGNMENTS

            In response to inquiries from State agencies, political subdivisions and other eligible purchasing entities, provides assistance concerning product information and specification details on State centralized contract commodities.

Evaluates and analyzes recurring agency requirements for materials, equipment and supplies to determine if project usage is sufficient to warrant development or continuation of Statewide and/or regional term contracts.

• Contacts users of central contracts and/or analyzes and evaluates vendor reports of purchases made under current contracts to determine projected requirements for particular items on a Statewide and regional basis.

• Prepares recommendations for the development or continuation of term contracts on either a Statewide or regional basis.

Reviews requisitions for materials, equipment and supplies not included in central contracts to determine the most appropriate method of procurement.

• Discusses requisitions with agency representatives and/or program administrators.  Provides information regarding product availability, sources of supply, quality, price, installation and maintenance costs, delivery schedules and purchase contract in force.

• Reviews agency requisitions to ensure conformity with OGS rules, regulations, policies and procedures and to verify that all necessary information is provided.  As necessary, secures clarifications and/or additional information.

• Reviews agency justifications for sole source and emergency purchases.

• Arranges for product demonstrations by manufacturers and vendors.

• Based on the review selects the most appropriate method of procurement considering OGS and Office of the State Comptroller guidelines.

Based on guidelines and precedent, determines content and format of bid proposals and specifications for items to be purchased.

• Analyzes and records information in prescribed format on all items to be purchased.

• Using guidelines, past experience and current product information, drafts specifications describing items to be purchased or refers requests to the Standards Division for development of technical specifications.

• Determines method to use in awarding contracts, the terms of delivery, minimum order clauses and commodities to be included in centralized contracts.

• Solicits and evaluates agency recommendations concerning draft bid proposals and specifications and negotiates changes as necessary.

• Prepares final bid documents to be used in soliciting bids.

Develops sources of supply and bidders for contracts.

• Searches out and contacts manufacturers, dealers and other vendors both orally and in writing to obtain their participation in the State bidding process.

• In compliance with the Stock Item Specification Law, the Small Business Outreach Law and Executive Order #117 on minority contracting, seeks out New York State manufacturers, small resident businesses and minority vendors to encourage their participation in the New York State bidding process.

• Analyzes and evaluates the qualifications of prospective bidders to determine if they would be reliable sources of supply.

• Maintains records and files containing such information as catalogs, brochures, lists of prospective bidders and contract documents.

Evaluates bids, recommends contract awards, directs the preparation of contract documents and initiates correspondence to successful bidders.

• Reviews bidders to verify conformity to the bid proposal and specifications.

• Analyzes and evaluates bids in terms of current market prices, past experience with the vendor and other factors affecting the delivery and quality of goods.

• Recommends awards to the lowest responsible bidder meeting specifications and prepares justifications for rejection of bids lower than the bid recommended.

Administers State centralized purchase contracts for materials, equipment and supplies.

• Maintains contract with vendors and agencies purchasing goods under contract to assure that goods are delivered in accord with the purchase contract.

• Follows up with vendors regarding undelivered orders and/or faulty goods to resolve problems.

• Recommends actions against vendors for continued violations of contract requirements.  Sanctions imposed may include rejection of commodities, accepting products at a reduced cost, authorizing agency purchases on the open market and assessing appropriate damages to be charged to defaulting contractors.

RELATIONSHIPS WITH OTHERS

            Incumbents regularly communicate both orally and in writing with vendors, purchasing agents, program administrators and other OGS personnel to discuss goods and services required, to discuss specifications, to obtain information concerning costs, and to solicit participation in the bidding process, to negotiate prices and delivery dates and to inform interested parties of purchasing policies and procedures.  Such communications are characterized by the requirement for detail, clarity and accuracy in the presentation.  Incumbents may represent the Commissioner at such events as meetings and seminars.

NATURE OF SUPERVISION

            Purchasing Officer 1 is a non-supervisory class.  A Purchasing Officer 2 supervises a group of purchasing officers in a commodity group team by assigning and reviewing work, providing assistance as needed, setting priorities, reviewing purchase activities and procedures and resolving exceptional problems.

            Purchasing Officers work within the framework of detailed policy and procedures established and promulgated by OGS and the Office of the State Comptroller.

JOB REQUIREMENTS

· Working knowledge of purchasing procedures as established by the Office of General Services and the Office of the State Comptroller.

· Working knowledge of common business, industrial and trade practices for those items purchased regularly.

· Working knowledge of the types, characteristics, supply sources and market factors of materials, equipment and supplies frequenty required by participating agencies.

· Working knowledge of the appropriate sections of the State Finance Law governing purchases.

· Working knowledge of centralized purchasing procedures including methods of bidding, preparation and application of specifications, contacts with vendors and award of contracts.

· Ability to express ideas clearly and effectively both orally and in writing.

· Ability to establish and maintain effective working relationships with associates, vendors, agency purchasing agents and others.

· Ability to analyze and evaluate the relative merits of competitive commodities.

· Ability to apply appropriate procedures and regulations to purchasing activities.

MINIMUM QUALIFICATIONS

            One year of permanent competitive service as an Assistant Purchasing Officer, Grade 14.

Reviewed:  11/04

NOTE:  Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe.  Standards cannot and do not include all of the work that might be appropriately performed by a class.  The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written.  Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.