Job Information
City of New York Principal Administrative Associate III in New York, New York
Job Description
THE OFFICE OF CHIEF MEDICAL EXAMINER
The Office of Chief Medical Examiner investigates cases of persons who die within New York City from criminal violence, by accident, by suicide, suddenly when in apparent health, when unattended by a physician, in a correctional facility or in any suspicious or unusual manner or where an application is made pursuant to law for a permit to cremate a body of a person.
We exist to provide answers in support of families, victims, and community during times of profound need.
The core values of the OCME are to put the mission of the agency first, to be truly dedicated and to have integrity in every aspect of our professional life. Under general supervision, with latitude for independent initiative and decision making, performs work of moderate difficulty in purchasing goods, services and/or construction, and in processing procurement documents and contracts. Duties will include but are not limited to:
Prepare, review, and evaluate solicitation documents to ensure conformity to agency requirements and citywide standards and work with the program end users to develop solicitation requirements.
Prepare Pre- Solution Pre-Solicitation review, Recommendation for Award, Reasonable Price and Responsibility Determinations and other documentation required by the NYC to support the procurement and contract award process.
Oversee and manage pre-solicitation review activities.
Inform and assist vendors to register into Payee Information Portal (PIP) and Passport for Vendor payments and commodity codes.
Evaluate solicitation documents and work with the program end users to develop solicitation requirements.
Examines bid samples to determine compliance with specifications or bid standards.
Makes determinations for the most reasonable price in relation to market conditions.
Make recommendations for small purchase awards, modifications, emergency purchases and extensions of time to contracts, as assigned.
Consult with and advise program personnel on issues relating to procurement actions.
Analyzes vendors past performance, financial status, and other factors to determine vendor responsibility.
Participate in the implementation of procedures for procurement activities.
Ensure compliance with the requirements for program evaluations of vendor performance.
Utilize software application, in addition to electronic and online databases to monitor procurement processing, as assigned.
Ensure compliance with Federal, State, local regulations, and laws for grant funding, MWBE’s or capital funding.
Inform and assist vendors to register into Payee Information Portal (PIP) and Passport for Vendor payments and commodity codes.
Carry out all procurement activities in full compliance with NYC PPB Rules and Laws and in accordance with procedures established.
Research and identify goods required to be obtained through the Preferred Source method.
Conduct open market research.
Solicit vendors’ information through Small Business Services, via online portal, to obtain a minimum of three (3)
informal solicitations and verify vendors’ information.
Collaborate with vendors, programs, fiscal staff, and oversight agencies to address any procurement related issues to ensure prompt payment.
Perform data entry for submission of direct orders to Division of Municipal Supply Services.
Performs special projects and related work as required.
Qualifications
A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
Additional Information
The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.