Department of Civil Service

Description:

PROCUREMENT UNIT
* Reviewing and proof-reading procurement documents in MS Word; correcting grammatical errors, fixing visual formatting, performing document compares of standardized template language, verifying comments have been resolved and using track changes functionality.
* Preparing procurement documents using pre-made templates using MS Word, MS Excel and Adobe Acrobat Pro.
* Updating and/or creating guidance documents, forms, checklists, flow charts, procedure manuals and procurement templates.
* Updating MS Excel spreadsheets containing Procurement, Vendor Responsibility or B-1184 Budget Approval tracking data and other information.
* Utilizing the NYS Grants Gateway to view procurement data, prequalification status, research vendor information, export applications and generate/download MS Excel and PDF reports.
* Complete preliminary Vendor Responsibility Checklists and assist in the completion of Vendor Responsibility Profiles.
* Review and process B-1184 Budget Approval Requests.
* E-mail correspondence with OCFS staff to follow-up on the status of procurement and contract-related activities and/or documents.
* Organize network drive folders, rename documents, and update tracking spreadsheets to ensure required information/documents are easy to locate.
* Preparing or sorting paper filing systems, proposals, bids, procurement records and other associated documents.
* Attend meetings with OCFS staff to take notes and plan procurements, perform bid/proposal openings and discuss contracts.
* Assist with the post-award contract development process where appropriate.
* Other duties and special projects as assigned.
COMPLIANCE UNIT
* Identify contracts for which MWBE and /or EEO compliance is required, review budgets to determine spending goals, utilize the NYS Contract System (NYSCS) and other OCFS databases to monitor and track compliance.
* Tracking and monitoring SDVOB compliance in accordance with Article 17-B, Service-Disabled Veteran-Owned Business (SDVOB) initiative.
* Review Group Properties, Schedules and other Contract Development activities in the Contract Management System (CMS) and in the Grant's Gateway System as related to Compliance reviews.
* Monitor adherence to procurement/contract plans to ensure compliance with prompt contracting law, successful contract execution and M/WBE compliance. Attend development meetings as required.
* Evaluate contracts/documents to ensure administrative requirements are incorporated and consistent with State Finance Law and related policies and bulletins as well as M/WBE and EEO Compliance.
* Maintain clear and timely communication utilizing both verbal and written communication methods including use of Outlook and Word and telephone contact to communication with vendors and colleagues.
* Maintaining Contract and Project files.
* Liaison between CMS users and Team, Grants Gateway users and Team, NYSCS users and B2GNow to provide BCM, Vendors and Program areas technical assistance.
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Candidates from diverse backgrounds are encouraged to apply. OCFS is an Equal Opportunity/Affirmative Action Employer. OCFS is committed to ensuring equal opportunity for persons with disabilities and workplace diversity. It is the policy of OCFS to provide reasonable accommodations to qualified applicants and employees with disabilities to enable them to perform the essential functions of the position for which they are applying or for which they are employed. OCFS does not discriminate on the basis of disability in its hiring or employment practices and complies with all regulations promulgated by the U.S. Equal Employment Opportunity Commission under title I of the ADA.

Skills:

Multi-tasking

Writing

MS Word/Excel

Proof-reading

Data entry

Internship Areas: Contract Management/Procurement