Office Assistant 2 (NY HELPS) - 90680

Procurement Specialist

Duties Description

Prepare, review, and process purchase orders in accordance with state procurement laws and agency policies.

Ensure all requisitions are complete, accurate, and properly authorized before processing.

Maintain accurate records of purchases, contracts, bids, and correspondence.

Enter purchase orders into the State Financial System and Pro60 PnP.

Communicate and coordinate with approved vendors to confirm pricing, availability, and delivery timelines.

Resolve routine issues such as delayed shipments, order discrepancies, or backorders.

Obtain and maintain a NYS Purchase Card and ensure compliance with State Procurement Guidelines.

Ensure all purchasing activities align with state statutes, regulations, and internal agency procedures.

Verify that purchases are made from contracted or approved vendors as required.

Assist in tracking inventory levels and office supply usage.

Match invoices to purchase orders and receiving documents.

Submit complete documentation to the fiscal supervisor or accounts payable staff for timely payment.

Assist with preparing reports or data for audits or budget planning.

Support with contract procurement administrative duties, as needed.

Serve as backup support for incoming and outgoing mail operations, including sorting and distributing incoming mail to appropriate departments, as well as posting and mailing outgoing mail for daily pickup. This also involves the maintenance of logs for registered or certified mail, as necessary.

Serve as backup support for Resident Funds, which includes banking window hours coverage, posting resident funds in Optimum Financials, filing, beautician scheduling, and deposits with the Central Billing Office.

Additional duties will be assigned as needed, in accordance with OA2 grade 9 requirements.

Key Competencies & Skills :

Effectively collaborate within a team setting to achieve shared goals.

Knowledge of state procurement regulations and systems.

Strong attention to detail and good organizational skills.

Ability to manage multiple tasks and deadlines.

Effective verbal and written communication skills.

Familiarity with Microsoft Office and procurement software.

Basic understanding of inventory and mailroom procedures.

Confidentiality and integrity in handling sensitive procurements and documents.

Minimum Qualifications

Reassignment : Current New York State Department of Health Veterans Home at Montrose employee with permanent or contingent permanent status as a Office Assistant 2.

Transfers : Current New York State employee with one or more years of permanent, contingent-permanent, or 55 b / c service in a position eligible for transfer under Section 70.1 of the Civil Service Law to Office Assistant 2. Eligible titles are available at : https : / / www.cs.ny.gov / businesssuite / title-transfer-matrix.cfm

Promotion Provisional Appointment : In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications : Be a current NYS Department of Health employee with one year as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at : https : / / www.cs.ny.gov / examannouncements / announcements / 38687titles.cfm.

Open Competitive HELPS qualifications : If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program : One year of clerical experience.

Preferred Qualifications : Experience in the procurement of goods and services for an organization

Additional Comments

One full-time, provisional, permanent competitive, or provisional permanent, non-competitive appointment via HELPS.

Transfer candidates may be asked for their social security number to verify transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website : https : / / careermobilityoffice.cs.ny.gov / cmo / gotit / title-search / index.cfm

If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health and have one year of permanent competitive service as an office assistant, clerical, or keyboarding title allocated to Grade 5 or higher.

This position is part of the NYS HELPS program. No examination is required.

We offer a work-life balance and a generous benefits package, worth 65% of salary, including :

Holiday & Paid Time Off

Public Service Loan Forgiveness (PSLF)

Pension from New York State Employees' Retirement System

Shift & Geographic pay differentials

Affordable Health Care options

Family dental and vision benefits at no additional cost

NYS Deferred Compensation plan

Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds

And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit : https : / / health.ny.gov / commissioner / index.htm

If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email doh.sm.reasonable.accommodation@health.ny.gov to make a request.

NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.

For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.