Office Assistant 1

Office Assistant 1

Seeking a detail-oriented and reliable Office Assistant 1 to provide administrative and operational support to the Discretionary Procurement Unit (DPU) within the Business Office. The incumbent will assist with routine procurement activities that support construction- and service-related needs across multiple regional campuses, ensuring adherence to applicable laws, rules, regulations, and agency policies.

Primary duties and responsibilities include, but are not limited to :

• Assist with the coordination and processing of construction and service procurements for multiple regional campuses in accordance with established procedures and timelines.
• Draft and issue Requests for Quotations (RFQs), including the preparation and publication of addenda / amendments, as directed.
• Conduct vendor responsibility reviews using LexisNexis and other approved databases / search tools; document findings and elevate issues pursuant to guidance.
• Compile, maintain, and route procurement records to designated reviewers and approvers; ensure files are accurate, complete, and audit-ready.
• Perform data entry and maintain project tracking logs (e.g., Microsoft Excel), ensuring data integrity and version control.
• Apply and maintain compliance with procurement policies and procedures; assist with the implementation of new systems and process improvements, as assigned.
• Research and remain current on New York State Preferred Sources and OGS Centralized Contracts to support sourcing determinations.
• Coordinate and maintain the DPU calendar; schedule site visits and closing dates and issue timely reminders for vendor engagements and staff notifications.
• Monitor and manage the DPU shared mailbox; triage incoming PSES solicitation requests and vendor inquiries to ensure timely and professional responses.
• Support vendor outreach activities, including communications via M / WBE, SDVOB, and local vendor databases; track responses and participation.
• Participate in required trainings (e.g., SLMS) and apply learning to unit operations.
• Review quotes for mathematical accuracy and compliance requirements, including applicable prevailing wage obligations.
• Prepare and process confirming purchase orders for commodities and services consistent with policy and guidance.
• Telecommuting may be available after successful completion of training and onboarding.
• Travel may be required, for meetings or trainings.