Finance Purchasing Agent, Level 1 (Provisional) - Craig Newmark Graduate School of Journalism at CUNY
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Finance Purchasing Agent, Level 1 (Provisional) - Craig Newmark Graduate School of Journalism at CUNY

**GENERAL DUTIES**

This class of positions encompasses responsible purchasing of a variety of materials with varying degree of latitude. For independent initiative and judgment and supervisory work of a major subdivision in a large bureau or purchasing organization. There are three assignment levels within this class of positions. All personnel perform related work.

Assignment Level I

Under general supervision, with limited latitude for independent or unreviewed action or decision in accordance with standard procedures and legal requirements, performs work of limited difficulty and responsibility in one or more of the following areas:

- Is responsible for the purchase of a volume and variety of materials in assigned fields.

- Reviews purchasing requisitions, checking descriptions and specifications to determine their accuracy and adequacy and consults with department and agencies to adjust possible discrepancies.

- Analyzes market conditions in relation to recent, current, and anticipated purchases.

- Prepares proposals for bidding on items to be purchased.

- Develops lists of prospective bidders.

- Reviews bids and quotations to determine most reasonable price in relation to market conditions and responsibility of bidders and makes recommendations based on these determinations.

- Examines samples of items to determine compliance with specifications or standards, suggesting substitute items when desirable.

- Interviews and corresponds with vendors, business representatives and contractors.

- Analyzes trade journals, catalogs, directories and other technical material with respect to market and price conditions.

- Prepares necessary purchasing documents in accordance with procurement requirements.

- May supervise Assistant Purchasing Agents and clerical personnel.

- Keeps records and makes copies.

Assignment Level II

Under general supervision, with considerable latitude for independent or unreviewed action or direction, in accordance with standard procedures and legal requirements, handles more complex problems in one or more of the following:

- Is responsible for the purchasing of materials in assigned fields which involve a large expenditure of money and the more complex purchasing problems that are continual in nature, due to such factors as seasonal variations, number and variety of items, frequency and extent of emergency purchases, complicated and non-standard nature of items purchased, and liabilities and consequences resulting from purchasing errors.

- May incidentally perform duties described under Assignment Level I.

Assignment Level III

Under direction, with wide latitude for independent or unreviewed action or decision, performs supervisory work in one or more of the following, after having performed duties at Assignment Level I and/or II at least two years:

- Supervises and coordinates the purchasing activities of a subdivision consisting of two or more commodity units.

- Makes investigations in relation to purchase and handles special assignments as required.

- Reviews contract and calendar proposals before advertising.

- Approves recommendations for contract awards, contract modifications, buy-against transactions, formal requests for time extension on contracts, etc.

- Supervises various activities in connection with open market transactions.

- Supervises personnel in the titles of Assistant Purchasing Agents and other clerical personnel.

- May incidentally perform duties described under lower Assignment Levels.

- May, during temporary absence of immediate superior, perform the duties of that individual.

**CONTRACT TITLE**

Purchasing Agent

**FLSA**

Non-exempt

**CAMPUS SPECIFIC INFORMATION**

The Craig Newmark Graduate School of Journalism at CUNY, founded in 2006, has become nationally recognized for its innovative programs. The only public graduate journalism school in the northeastern U.S., it prepares students from diverse economic, racial, and cultural backgrounds to produce high-quality journalism. As the profession rapidly reinvents itself for the digital age, the Newmark J-School is at the forefront of equipping the next generation of journalists with the tools to find stories and tell them effectively - using print, broadcast, visual, interactive, and social media. The school offers two master's degree programs: a Master of Arts in Journalism and the nation's first M.A. in Engagement Journalism.

Reporting to the Finance Manager - Procurement Administration, the Purchasing Agent provides essential support in the development, review, and refinement to create comprehensive procurement documents. These documents include justification memos, honorarium and independent contractor agreements, product or service specifications, scopes of work, and memorandums, all designed to support various departments. A critical aspect of this role involves conducting research to help refine procurement documents, ensuring they are tailored to the specific needs of each department, and comply with NYS and CUNY procurement standards, policies, and regulations.

In addition, the Purchasing Agent assists the Finance Manager with various procurement projects aimed at improving the end-to-end procure-to-pay process. This includes, but is not limited to, participating in tasks such as:

- Assist in the preparation and submission of purchase requests, CUNY card and authorized travel transactions document submission, ensuring that all required documentation is complete, accurate, and in compliance with procurement policies for all departments and funding sources.

- Monitor annual service dates for critical renewals, including support services, software, maintenance contracts, and student related events, as well as CUNY card and authorized travel transactions document submission to ensure timely submission and reconciliation.

- Assist in updating web pages and online forms related to procurement activities to ensure that information remains accurate and current.

- Query all funds procurement reports to track purchasing-related activities.

- Perform related other duties as assigned.

All full-time and part-time CUNY staff are expected to work in-person at their campus office 70% of their work time. For full-time staff, this is equivalent to 7 out of 10 days of in-person work in a two-week period (e.g., 7 days in-person, 3 days remote). This hybrid work schedule is subject to change.

**MINIMUM QUALIFICATIONS**

1. High school graduation or its equivalent and four years of full-time, paid experience in purchasing a large volume and/or variety of materials, supplies, or equipment, two years of which may have been in a field closely related to large-scale purchasing such as inspection or specification writing covering a large volume and/or variety of materials, supplies or equipment; OR

2. A baccalaureate degree, from an accredited college, in marketing , materials testing, mathematics, merchandising, purchasing, retailing, economics, or finance and one (1) year of full-time, paid experience in purchasing a large volume of materials, supplies or equipment; OR

3. A combination of education and/or experience which is equivalent to 1 or 2.

**OTHER QUALIFICATIONS**

A preferred candidate should have:

- Proficiency in Microsoft Office Suite, particularly Excel and Word.

- Ability to quickly learn and adapt to new software and procurement technologies (e.g., CUNYBuy, CUNYfirst PeopleSoft, etc.).

- Excellent verbal and written communication skills to clearly convey information and collaborate effectively with colleagues and departments.

- Strong organizational skills with the ability to maintain accurate records and documentation in a fast-paced environment.

- Commitment to adhering to ethical standards and ensuring compliance with NYS and CUNY procurement policies and regulations.

Candidates must be legally authorized to work in the United States on a full-time basis. Sponsorship will not be offered for this position.

**COMPENSATION**

New Hire $45,952*

Incumbent $51,928

* This amount reflects a 13% salary suppression in effect for the first 24 months of employment only.

**BENEFITS**

CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. Employees are also offered pension and Tax-Deferred Savings Plans. Part-time employees must meet a weekly or semester work hour criteria to be eligible for health benefits. Health benefits are also extended to retirees who meet the eligibility criteria.

**HOW TO APPLY**

Please click on Apply Now which will bring you to the registration screen. If you are a new user, you must register to apply. If you already have a user ID, please use your existing ID to apply. Please submit a cover letter and resume as one file in PDF format.

**CLOSING DATE**

Open until filled with a review of applications to begin October 7, 2024.

**JOB SEARCH CATEGORY**

CUNY Job Posting: Managerial/Professional

**EQUAL EMPLOYMENT OPPORTUNITY**

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Job ID

28953

Location

School of Journalism