Procurement Coordinator

Job Summary:  The Procurement Coordinator is responsible for administering and coordinating the Authority’s procurement program activities across all divisions to ensure consistency, transparency, and compliance with Authority policies, New York State procurement regulations, and applicable federal procurement regulations. This position supports all phases of the procurement process, including bid preparation, document and contract compliance, reporting, and continuous improvement of procurement procedures and practices. The Procurement Coordinator serves as a resource to management and project teams by promoting fiscally responsible purchasing practices, maintaining accurate procurement records, and supporting operational efficiency and regulatory compliance.  In addition, this position serves as the Authority’s Minority and Women-Owned Business Enterprise (MWBE) Liaison and Fleet Manager.  As a member of the finance team, this position will also perform a variety of finance-related duties and provide backup support for other finance staff as needed.

Duties/Responsibilities:

• Ensure the Authority’s procurement program is administered consistently across all divisions and in compliance with Authority policies, New York State procurement requirements, and applicable federal procurement laws and regulations.
• Provide procurement and project support to division directors and project managers throughout all phases of procurement activities, including planning, solicitation, evaluation, award, document and contract oversight, and project closeout.
• Assist in the preparation, review, and administration of bids, requests for proposals (RFPs), contracts, purchase documentation, and related procurement records.
• Work collaboratively with division directors, project managers, vendors, consultants, and contractors to ensure procurement and contractual compliance before, during, and after project completion.
• Monitor procurement activities to support sound financial stewardship, cost effectiveness, accountability, and audit readiness.
• Train and guide Authority staff on procurement procedures, purchasing methods, and applicable compliance requirements.
• Serve as the Minority and Women-Owned Business Enterprise (MWBE) Liaison responsible for compliance monitoring and reporting requirements.
• Coordinate and maintain Service-Disabled Veteran-Owned Business (SDVOB) participation reporting and related compliance activities.
• Review, recommend, and update procurement and fleet management policies and procedures at least annually or as regulations require.
• Serve as Authority Fleet Manager, responsible for coordinating vehicle procurement, maintenance scheduling, inventory oversight, and vehicle disposition activities.
• Manage and coordinate the Authority’s annual insurance renewal process and ongoing policy updates or claims-related activities.
• Analyze procurement and administrative processes and recommend operational, financial, and procedural improvements to enhance efficiency and compliance.
• Maintain accurate procurement files, records, and reporting documentation in accordance with records retention and audit requirements.
• Complete assigned finance-related duties.
• Provide backup support for finance staff as needed.
• Train finance staff on procurement, MWBE/SDVOB reporting, fleet and insurance tasks so that they may act as backup to the Procurement Coordinator position.
• Perform related duties as assigned in support of the Authority’s operational goals and strategic objectives.

Qualifications (Knowledge, Skills and Abilities):

• Proficient with MS Office (Outlook, Word, Excel) and familiarity with project management and financial software.
• Knowledge of public procurement practices, contract administration, and New York State procurement laws.
• Strong analytical, organizational, and accounting skills with the ability to manage multiple tasks and deadlines simultaneously.
• Ability to interpret policies, regulations, bid and contractual documents accurately and effectively.
• Strong communication and interpersonal skills with the ability to work collaboratively across divisions and with external partners, vendors, and stakeholders.
• Ability to maintain confidentiality and exercise sound professional judgement in a regulatory and compliance driven environment.
• Requires a high level of attention to detail, concentration, and accuracy.
• Ability to identify issues, analyze complex situations, and develop practical solutions in a fast-paced environment.

Education:

• Bachelor’s degree in Accounting, Finance, or related field required.

Professional Certification/Licenses:

• None

Experience:

• Five years of progressively responsible experience In procurement, finance, government purchasing, or a related administrative field preferred.
• Experience working with a public authority, municipal, state, or federally regulated environment preferred.
• Familiarity with New York State procurement laws, competitive bidding requirements, MWBE/SDVOB compliance, and insurance administration preferred.
• Equivalent combination of education, training, and experience that demonstrates the required knowledge, skills, and abilities may be considered.

Pre-employment Physical Exam and Drug Test Required:  Yes

Annual Physical Exam Required:  No

Minimum Driver’s License:  Class D NYS regular operator

Travel Requirements:  <10%

Typical Work Schedule:  Regularly works Monday through Friday during normal business hours and requires willingness to work a flexible schedule when needed.

Benefits:  NYS Employees’ Retirement System, NYS Deferred Compensation, 12-paid holidays, 3-weeks’ vacation, 10-sick days, 2-personal holidays, an employer funded Health Reimbursement Account (HRA) for medical and prescriptions benefits, dental, vision and short-term disability insurance, professional development and tuition reimbursement.

Review of applications will begin immediately and continue until the position is filled.

The Development Authority of the North Country is an Equal Opportunity Employer.