Occ. Code 1829600

 

supervisor correctional industries purchasing, GRADE 23

 

 

New York State Department of Civil Service

 

Classification Standard

 

BRIEF DESCRIPTION OF CLASS

 

            The one position in this class is responsible for the overall management of Correctional Industries contract and procurement.  The incumbent supervises the Central Office Contract and Procurement Unit; provides supervisory support for contract management to Correctional Industries facility staff; acts as liaison between the Correctional Industries Program, control agencies such as the Offices of the State Comptroller, and Attorney General, and contractors; manages database applications for the unit; assures that commodity contracts are initiated, published, and maintained in a timely, efficient, and economical manner, in coordination with the Office of General Services (OGS) commodity contract process; provides indirect supervision and support to numerous Corcraft Industrial facilities; develops new strategies for commodity and service contracting to assist the Correctional Industries Program in meeting its goals; participates in major contractual defaults on behalf of the Division, to reach resolutions expediently; participates in the implementation of the Divisions service commodity/contracts, secures contracts and directs the acquisition of all required materials, equipment and services; develops and maintains a vendor certification program to improve the quality and cost of raw materials and services, reduce the Divisions production costs, and ensure that unsatisfactory vendors are not permitted to bid for Corcraft materials. 

 

This position is classified in the Main Office of the Department of Correctional Services (DOCS).  All incumbents at DOCS assist in the total care and confinement of inmates, sentenced to the custody of the Department and perform various duties and functions in conjunction with the overall operation of a facility and/or location to which they are assigned.

 

DISTINGUISHING CHARACTERISTICS

 

Supervisor Correctional Industries Purchasing: unit manager; plans, directs, and supervises a central office of contract and procurement serving the Correctional Industries Operations, coordinating all purchasing activities with the Office of the State Comptroller and the Office of the Attorney General.

 

RELATED CLASSES

           

Purchasing Officers 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.

 

ILLUSTRATIVE DUTIES

 

Directs and supervises the Central Office Contract and Procurement Unit.

 

-       Initiates, evaluates, processes, and monitors all commodity and equipment requirements filed by the Divisions main office and facilities.

 

-       Implements the Divisions service contracts.

 

-       Ensures that the Division adheres to all procurement policies, regulations, and laws, and resolves contractual disputes.

 

-       Serves as liaison between the Divisions main office, the facilities, OSC, AG and private contractors.

-       Maintains current data and generates reports on market trends and conditions, vendor performance and buyer performance.

 

-       Provides technical assistance and guidance to Division staff on all phases of contract activities.

 

-       Reports on the participation of minority and women owned businesses enterprises.

 

Manages and supervises database and software applications used in procurement activities.

 

-       Develops manuals on the application of procurement software for the Division.

 

-       Develops a training program, provides continuous training and directs the Divisions main offices and facility staff in the operation and maintenance of software and associated databases.

 

-       Provides direction and assistance to the Corcraft Program team in the integration of the software modules to interface with the Office of the State Comptroller.

 

Ensures expeditious contract process.

 

-       Develops and maintains a Commodity Procurement Manual for the staff of the Division of Industries and the OGS Division of Standards and Purchase.

 

Provides support on contract management, operations and procurement methods to Corcraft facilities.

 

-       Visits facilities and provides technical support to Industrial Superintendents and staff.

 

-       Directs Principal Account Clerks meetings to assure consistency of procurement policies, regulations and methods.

-       Attends capital project meetings with the Departments and Divisions management team to assist in the coordination and integration of contract development.

 

-       Plans, schedules and leads pre-bid meetings with contractors and appropriate staff from the Department, the Division and other State agencies to clarify project requirements and scope.

 

-       Meets with Industrial Superintendents and advises on optimum utilization of raw materials, equipment and services.

 

Develops new strategies for commodity and service contracting to assist the Correctional Industries program in meeting its goals.

 

-       Provides technical assistance and advice to central office and management staff on contract development.

 

-       Networks with members of other State and federal correctional industries programs and develops multi-state contracts for consortia procurement.

 

Participates in major contractual defaults on behalf of Division.

 

-       Identifies parties involved and determines the causes and extent of defaults.

 

-       Prepares dossiers of the defaults and suggests solutions.

 

-       Meets and works with all parties involved in default processes, protecting the interests of the State.

 

Participates in the implementation of the Divisions most complex service contracts.

 

-       Prepares detailed specifications to include all necessary terms and conditions.

 

-       Inspects equipment, plant or other facilities of a company to determine its ability to deliver on the contract.

 

-       Prepares the contract award for approval by the relevant State agencies.

 

Secures contracts and directs the acquisition of materials, equipment and services.

 

-       Develops a project control plan to secure required material, equipment and services.

 

-       Assures that required material, equipment and services are available to prevent delays and cost overruns.

 

Develops and maintains a vendor certification program.

 

-       Visits vendors and inspects their manufacturing plants and operations.

 

-       Meets with vendors to review material requirements, schedules and methods to reduce costs and lead times.

 

-       Performs analyses of costs as they relate to quality, location, packaging, lot sizes and other variables which may have an impact on quotations.

 

-       Establishes and enforces policies on margins of tolerance for quality and delivery of materials.

 

-       Clarifies specifications that must be met in the supply of materials.

 

-       Maintains continuous communication with vendors to develop productive working relationships.

 

-       Documents vendors removal from agency and New York State eligible lists of vendors.

 

MINIMUM QUALIFICATIONS

 

Promotion:  two years of permanent competitive service as a Purchasing Officer 1, Purchasing Agent, Purchasing Specifications Assistant; or one year of permanent competitive service as an Assistant Industrial Superintendent.

 

Open Competitive: six years of experience assisting in the preparation of specifications in a manufacturing field; at least two years of the above experience must be in the preparation of detailed specifications for use in the purchase of materials, equipment, supplies, or services in a supervisory capacity.

 

Substitution:  A Bachelors Degree in Business Administration or closely related field may be substituted for four years of the above experience. Graduation from a two year technical institute or two years of college study in applied science may be substituted for two years of such experience.    

 

 

Date:  3/10

 

 

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.