Assistant Director

Nyc-Administration-For-Children; New York (NY); On-site; USD 80,000 - 102,000; Full time

Job summary

The Administration for Children’s Services (ACS) in New York City is seeking an Associate Contract Specialist to manage procurement, budget tracking, and PASSPort workflows within the Division of Financial Services. This role supports multiple program areas including Foster Care, Preventive Services, and child welfare initiatives.

Minimum qualifications require a degree with related experience, or a substitute combination.

Qualifications

• Bachelor's degree plus two years of professional experience in contract/financial management or program evaluation.
• Alternative: high school diploma plus six years of related experience in the specified fields.
• Education/experience equivalent to the above options may be substituted per NYC rules.

Responsibilities

• Generate and perform tasks through PASSPort for oversight reviews and approvals.
• Maintain and update procurement status reports and databases and process procurements.
• ACCO liaison on actions in Budget queue requiring assistance.
• Review PASSPort progress reports with Division and Budget liaison ensuring accuracy and compliance.
• Track budget modifications, expenditures, and renewals for contracts and related actions.
• Assist in troubleshooting actions pending completion in the PASSPort approval queue.
• Monitor vendor compliance and flag upcoming contracts approaching end of term for renewal/RFP processes.
• Review procurement documents and various methods (micro purchases to formal contracts).
• Utilize Citywide procurement systems (FMS, PASSPort, M/WBE Directory).
• Draft and maintain Cost Manual; provide training on PASSPort to new hires.
• Perform other duties as assigned.

Skills

Contract management

Budgeting

Procurement

PASSPort

Financial analysis

Education

Bachelor's degree + 2 years experience

High School diploma + 6 years experience

Tools

PASSPort

Financial Management System (FMS)

Storehouse requisitions

DCAS/DMSS Direct Order

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) INTHE 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.

The 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

Minimum Qualifications

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. 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. 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.

55a Program

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.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

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.

Additional Information

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.