The Office of Contracts (OC) is part of DSS Office of Legal Affairs and is under the direction of the General Counsel. The Office of Contracts headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. OC ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules, as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists DSS/ HRA/ DHS's program areas by supporting their procurement efforts and by providing technical assistance and training as needed.

Under the direction of the Director of IT Procurement and Services, with considerable latitude for independent judgment and initiative, the Contact Management Coordinator has the overall responsibility for the provision of administrative and analytical procurement support to the Director; maintenance and operational functions of the Central Contract Files for the Agency; and the supervision of clerical support staff.

The Office of Contracts is recruiting for a Procurement Analyst III to function as a Contract Management Coordinator who will:

- Retrieve contract details from various sources such as Procurement Tracking System (PTS) and the Procurement and Sourcing Solutions Portal (PASSPort) for the formulation and/or completion of comprehensive ad-hoc, status and financial reports as requested by the program areas, oversights such as the Office of the Comptroller and the Mayor's Office of Contracts Services (MOCS), the Agency's and the Office of Contracts' executive teams. Review and analyze contract details such as transaction term, and amount and scope of work to determine appropriateness of the transaction per the Procurement Policy Board {PPB) rules. Identify any issue impeding registration, and any approved recommended standard action.

- Act on behalf of the Director of IT Procurement and Services to delegate and distribute pre registration contract packages for preparation by procurement staff. In the director's absence, may perform the initial/first level review of the pre-registration contract packages, utilizing expertise in the application of the Federal, State and City laws and ensuring the inclusion of appropriate, applicable procedures and forms for these contract packages. Make determination as to the completeness of procurement packages and refer action for next level approval.

- Provide training to incoming Office of Contract’s staff on the Agency's existing financial contracting policies and procedures. Supervise the distribution of numerous, frequent updates and revision to rules, regulations, legislations and charter guidelines such as PPB, Federal and State Local Laws, and City Charter. Assist and advise the Director and Deputy Director on these update by providing a concise interpretation and analysis of the impact.

- Review and prepare written response to inquiries from customers such as the Office of Budget Administration (OBA) and DSS/ HRA/ DHS program areas regarding contract packages pending submission to the Comptroller's Office for registration. Liaise with the Comptroller's Office, DSS/ HRA/ DHS Program Areas and potential vendors to obtain, analyze and submit any additional information such as the updated insurance certificate(s), the current Certificate of No Change and the budget details page, requested by the Comptroller's Office, in support of any previously submitted contract packages.

- Analyze and approve contract encumbrance request by referencing, editing and/or correcting contract financial information such as contract terms and budget codes in the Financial Management System (FMS) toward the preparation of a requisition. This includes the ensuring of proper fund allocations, the requesting and legitimizing of background contract information to justify recommendations for encumbering or de-encumbering funds.

- Represent the unit at meetings with program area contract staff and budget personnel to discuss, review and follow-up on critical issues related to the contract.

- Perform other related assignments as determined by the Director, Senior Deputy Agency Chief Contracting Officer (Senior DACCO) and/ or the ACCO.

1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
4. A combination of education and/or experience equivalent to “1”, “2”, or “3” above. College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.