Assistant Procurement and Contract Administrator

New York State Homes and Community Renewal (HCR) is the State’s affordable housing agency, with a mission to build, preserve, and protect affordable housing and increase homeownership throughout New York State.

A Civil Service exam is not required for this position. Candidates must meet the minimum qualifications outlined below to be considered.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

The Office of Professional Services (OPS) is responsible for all administrative and support services, including Human Resources, Communications and Public Information, Legal Affairs, Fair Housing, Policy Development, Competitive Procurement and Contract Management, Fiscal Planning, Accounting and Treasury Services, Facilities and Building Management Services, Internal Audit, Project Management and Information Technology Services. OPS values professionals that enjoy working in a fast-paced environment and who have the skills required to effectively plan, direct, and coordinate HCR’s wide array of support services.

DUTIES

The Assistant Procurement and Contract Administrator will be responsible for assisting the Vice President of Contracts and Administration with all matters relating to professional services’ procurements and contracts that include, but are not limited to:

• Drafting all solicitation documents, particularly Requests for Proposals (RFPs) for complex RFPs in connection with technology and prequalified lists, including developing high-level business requirements for RFPs through independent research and by eliciting requirements from key stakeholders
• Creating evaluation/scoring sheets for RFPs and other solicitations and tabulate scoring results
• Effectively managing the entire procurement process from the initial request for the procurement through execution of contract award
• Effectively managing communication, both orally and in writing, with agency staff, vendors and other outside parties
• Creating and maintaining accurate procurement records
• Drafting contracts and amendments, sole and single source justification memoranda, board material, etc.
• Reviewing and analyzing procurement contract reports, including MWBE and SDVOB reports, etc.
• Troubleshoot assistance for problem resolutions relating to procurements and contracts
• Supervision of staff
• Assisting with matters relating to minority and women owned business enterprises and service­disabled veteran owned businesses
• Responding to FOIL requests
• Preparing annual internal controls
• Performing purchase order related tasks, etc. in both SAP and SFS
• Assisting in other procurement and contract related matters in the Unit, as directed

QUALIFICATIONS:

• Excellent organizational and demonstrated analytical skills
• Effective communication and documentation skills with the ability to communicate with all levels of the organization up to and including executives
• Good writing skills
• Excellent leadership skills, taking charge of each assigned project
• Good planning skills
• Ability to utilize available resources to problem solve
• Must be able to multi-task and prioritize workload
• Ability to establish effective working relationships with staff and outside parties
• Excellent word processing, Excel spreadsheet and other computer skills such as PowerPoint
• Ability to be discreet, precise and good facility in making distinctions
• Must be able to work under pressure
• Ability to generate worthwhile new ideas or techniques having practical applications
• Must be able to handle confidential information appropriately and to exercise care in safeguarding proprietary information
• Willingness to accept additional responsibility and to acquire additional expertise through training, experience and education
• Good attendance and punctuality
• Excellent people management, time management and stress management skills
• Ability to make suggestions to improve processes
• Knowledge of SAP Procure-to-Pay module, a plus
• Technology savvy, a plus

Personal Attributes:

• Intellectual curiosity – consistently trying new methods
• Business acumen – willing to understand how the Agencies’ business operates and how talent drives it
• Analytics and problem solving – uses logic and methods to solve difficult problems with effective solutions
• Comfortable with ambiguity – difference in policies/procedures among agencies. A positive attitude, flexibility and resilience facing multiple demands and shifting priorities.
• Self-motivated, confident, and able to work effectively with little supervision; takes initiative, makes things happen, accepts accountability, and has a “can do” attitude
• A strong value system, excellent judgment, unquestioned integrity
• Ambitious, confident and professional
• High energy
• Ability to accept constructive criticism

Education and Experience:

• Bachelor’s degree preferred as well as relevant academic training or transferable skills
• Master’s degree a plus
• Minimum of three years of related experience preferred

This job description is not intended to be all inclusive and employee will be expected to perform other reasonably related duties as assigned.

What we offer at NYSHCR:

• Extensive benefits package including paid leave, including excellent health, dental, vision and retirement benefits with the New York State & Local Employees’ Retirement System.
• Promotional opportunity for dedicated professionals
• Work life balance benefits including a 37.5 hour work week and paid time off benefits including, vacation, sick, personal days, and Federal Holidays
• Opportunity for compressed scheduling
• 12 weeks of Paid Parental Leave
• Paid Family Leave
• Opportunity for compressed/flextime scheduling
• As a New York State employee, you may qualify to participate in the Federal Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under an accepted repayment plan and while working full-time for an eligible employer.

Additional SONYMA/HFA/AHC Benefits:

• Cash in for Wellness! This program provides you with the option of buying or renewing a health club membership of your choice or enrolling in a weight loss and or smoking cessation program, using your sick leave accruals.
• Tuition reimbursement program – for job related and non-job related courses
• Vacation Leave Buy-Back program – Subject to approval, every year eligible employees may exchange previously earned and accrued vacation time in return for cash compensation (at employee’s daily rate of pay at time of exchange)
• Access to Plum Benefits – savings on movie tickets, theme parks, hotels, tours, Broadway shows and more!
• Optical reimbursement program – Employees are eligible for optical, hearing aid, and podiatric expenses not otherwise covered by insurance, with a maximum aggregate amount of $650 per year, per family. Unused yearly balances may be carried over to the next year for a maximum of $1300
  

About New York State Homes and Community Renewal:

Under the leadership of Governor Kathy Hochul and Commissioner RuthAnne Visnauskas, HCR is a vibrant, innovative agency that integrates and leverages New York State’s housing resources. We have offices in New York City, Albany, Buffalo and Syracuse, and employ a diverse workforce of professionals who are hard-working and committed to serving low and moderate income families. Our mission is far reaching, encompassing single and multifamily housing finance, home improvement, rent regulation, housing subsidies, and community development. We partner regularly with a variety of public and private stakeholders.

Achieving this mission requires a wide range of skills and backgrounds in public policy, administration, real estate, construction. finance, law, and many other areas of expertise. We seek to provide a workplace environment that is productive, flexible, accountable, ethical, and caring. Our employees are empowered to make a difference where they live and work. We offer competitive pay and a comprehensive benefits package, including paid leave, health, dental, vision, retirement, and family-friendly policies.