Assistant Director

Socket.dev; New York (NY); On-site; USD 80,000 - 102,000; Full time

Job summary

Administration for Children’s Services in New York City seeks an Associate Contract Specialist to manage PASSPort processes, budgets, and procurement for a variety of child welfare and related programs.

The role requires a bachelor’s degree with relevant experience or a suitable equivalency, and involves ensuring compliance with procurement rules, coordinating with ACCO and auditors, and supporting budget actions across multiple program areas.

Qualifications

• Baccalaureate degree with 2 years of professional experience in program evaluation, contract negotiations/management, fiscal/financial management, or project management.
• Four-year high school diploma with 6 years of professional experience in one of the cited fields.
• Education and/or experience equivalent to 1 or 2 above, with college credits substitution per policy.

Responsibilities

• Generate and perform tasks through PASSPort for oversight reviews and approvals.
• Maintain and update procurement status reports and databases, including processing procurements.
• ACCO primary liaison on all Budget queue actions needing assistance.
• Review PASSPort progress reports from ACCO and coordinate with Division and Budget liaison to ensure accuracy and compliance.
• Track budget modifications, expenditure monitoring, and any budget increases (e.g., COLA, Fringe, ICR).
• Collaborate with Audit team on provider closeouts and PASSPort accuracy.
• Conduct procurement-specific analyses to propose MWBE participation goals and related budget actions.
• Assist in troubleshooting actions pending completion or not assigned in the PASSPort approval queue.
• Monitor vendor compliance and flag contracts nearing end of term for renewal/RFP processes.
• Review solicitation documents covering various procurement methods (micro, small, formal $100k+, intergovernmental).
• Utilize Citywide procurement systems like FMS, PASSPort, M/WBE Directory, Direct Order systems, and Storehouse requisitions.
• Draft and maintain Cost Manual including PASSPort procedures.
• Provide training for new hires on PASSPort and offer technical assistance as needed.
• Perform other duties as assigned.

Education

Baccalaureate degree with 2 years relevant experience in program evaluation / contract management / fiscal management / project management

Four-year high school diploma with 6 years relevant experience

Education/experience equivalent to above with substitution rules

Job description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $80,442 - $102,000.00

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF ASSOCIATE CONTRACT SPECIALIST.

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community support. ACS manages community-based support and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.

The ACS Division of Financial Services (DFS) is responsible for supporting, planning, implementing, and monitoring the fiscal functions of the agency in accordance with City, State and Federal guidelines. The work of DFS includes managing the ACS budget; submission of monthly claims for revenue; processing of payments to provider agencies and vendors; monitoring the financial health of provider agencies through financial review and audits; maintenance of the ACS bank accounts; centralized oversight of ACS Child Welfare financial eligibility; and data maintenance for financial systems of record.

OTPS passport unit within DFS processes encumbrances for a variety of program areas, including Foster Care, Preventive Services, DYFJ, CFWB, Program Support (FCLS, DCP, PPM, DEA) and AOTPS. The PASSPort Unit will be responsible for the tracking and completion of all Budget actions in PASSPort. Troubleshooting routing issues as they arise. Assist internal ACS areas and ACS providers as necessary.

ASSISTANT DIRECTOR will be responsible for the following:

• - Generate and perform tasks through PASSPort for oversight reviews and approvals.
• - Maintain and update procurement status reports and databases in addition to processing procurements.
• - ACCO primary liaison on all actions in Budget queue that needs assistance in processing.
• - Review PASSPort in progress report from ACCO and work with Division and Budget liaison to process the actions. Verifying descriptions & specifications for accuracy ensuring conformity & oversight compliance; in compliance with Procurement Policy Board Rules & applicable oversights.
• - Work with Budget Liaisons ensuring the Contract Agency Budgets are correct. This includes tracking budget modifications, and expenditure monitoring functions for the budgets as well as any budget increases that need to be processed (i.e. COLA, Fringe, ICR)
• - With Audit team on Provider Agency close outs ensuring the information in PASSPort is accurate
• - Conduct procurement-specific analyses to propose/determine M/WBE participation goals. Budget Modifications, Contract registration, PASSPort tracking of actions pending.
• - Assist in troubling shooting any actions pending completion or not assigned in the PASSPort approval queue.
• - Track vendor compliance and flag upcoming Human Service contract that are approaching the end of the term to start the renewal/RFP process timely.
• - Review solicitation documents, covering various methods of procurement, including (but not limited to) micro purchases, small purchases, formal contracts ($100k+), and intergovernmental purchases.
• - Utilize various Citywide procurement-related systems, including Financial Management System (FMS), PASSPort, Small Business Services’ M/WBE Online Directory, DCAS/DMSS Direct Order, Storehouse requisitions and various internal systems for managing procurement.
• - Draft and maintain Cost Manual including PASSPort procedures.
• - Provide Training for New Hires on How to use PASSPort and provide technical assistance when needed.
• - Perform other duties as assigned.

ADDITIONAL INFORMATION:

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

The Administration for Children’s Services is an equal opportunity employer committed to providing access to all individuals. If you require a reasonable accommodation to participate in the job application or interview process, please contact Simone Campbell at [e-mail] or 212-676-6955.

ASSOCIATE CONTRACT SPECIALIST - 40562

1. 1. A baccalaureate degree from an accredited college and two years of full‑time satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, fiscal/financial management, or project management; or
2. 2. A four year high school diploma, or its educational equivalent, and six years of full‑time, satisfactory professional, technical or administrative work experience in one or more of the fields cited above; or
3. 3. Education and/or experience equivalent to "1" or "2" above. College credits obtained from an accredited college may be substituted for experience on the basis of 30 college semester credits for one year of experience as described in "1" above. However, all candidate must have at least a four-year high school diploma or its educational equivalent and at least two years of full‑time experience as described in "1" above.

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.