BOB- Contract Coordinator

Department of Transportation; New York (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

The Department of Transportation, Division of Bridges, is seeking a seasoned contracts and procurement professional. You will manage ESA Task Orders, IT procurements, and various contracting activities, coordinating with ACCO and Financial Management Units to ensure compliance and efficient processing.

You will work with project managers, engineers, and stakeholders to identify procurement needs, develop expense plans, and track contract activity in PASSPort and FMS3.

Qualifications

• Master's degree in economics, finance, accounting, business or public administration, and two years of professional experience; 18 months in supervisory capacity.
• Bachelor's degree with four years of professional experience incl. 18 months in supervisory/managerial roles.
• High level knowledge of procurement methods and fiscal management practices.

Responsibilities

• Manage ESA Task Orders, contracts, and IT procurements for the Division; review and process procurement documents for compliance.
• Utilize FMS3, PASSPort, and other systems to review, approve, and process RFx documents; coordinate with ACCO and Financial Management Units.
• Schedule and participate in Consultant Selection Committee meetings and technical evaluations; coordinate financial tasks for contracts.

Skills

Procurement regulations

Budgeting systems

Contract management

Stakeholder collaboration

Education

Master's degree options (economics/finance/ accounting/ business/ public administration)

Bachelor's degree + 4 years experience with 18 months supervisory

Tools

FMS3

PASSPort

Excel

Job description

Civil Service Title- Administrative Staff Analyst N/M
* IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE, OR BE REACHABLE ON THE OPEN-COMPETITIVE LIST.
The New York City (the “City”) Department of Transportation Division of Bridges (the “Division”) seeks to hire a seasoned contracts/procurement professional to manage the Division’s contracts, Engineering Service Agreement (“ESA”) Task Orders, and Information Technology procurements. The unit’s duties require extensive and rigorous work with all internal divisions of the Department of Transportation especially the Agency Chief Contracting Office (ACCO) and Financial Management Units. The individual will also be responsible for but not limited to the following:
Utilize various procurement methods, such as competitive sealed bids, competitive sealed proposals / request for proposals, sole source, and negotiated acquisition procurement methods;
Utilize the Financial Management System (FMS3), NYC’s Procurement and Sourcing Solutions Portal (“PASSPort”), and other systems for review approval and processing of internal RFx documents and manage specials projects as needed;
Perform detailed administrative review, processing, coordination, and scheduling of Professional ESA Task Orders and procurement documentation for compliance with all Agency, ACCO, and Mayoral policies and procedures;
Monitoring of registered ESA Task Orders regarding contract capacity and contract term requesting updates from project managers for purposes of contract management actions;
Collaborate with project managers, engineers, and other stakeholders to identify procurement needs and develop expense procurement plans;
Assist in the compiling of procurement documents with project teams to be forwarded to the ACCO’s Office for solicitations;
Work with Expense team to verify funding prior to expense-funded procurements;
Execute tasks in FMS3, e.g. complete RQC1 documents, check current funding availability in budget codes, etc.;
Update and monitor procurement and Contract Management Action (CMA) tracking reports utilizing Microsoft Excel;
Following contract registration in PASSPort, ensure relevant contracts are set-up for invoicing utilizing PASSPort Invoice Functionality completing FCCRs, POCRs, etc. as necessary;
Schedule and attend Consultant Selection Committee charging and Technical Evaluations;
Facilitate discussions with both internal and external partners regarding financial aspects and procurement issues outlined in contracts;
Assist in coordinating financial tasks for new and existing contracts to ensure compliance with NYC regulations and policies, as well as addressing agency/vendor priorities;
Review and process paperwork required for contract management actions related to expense-funded contracts;
Assess and enhance procurement financial procedures, platforms, and operations in PASSPort to optimize efficiency; and
Perform other related duties
Work Location
55 WATER ST, MANHATTAN, 10041
Hours
8:00AM - 4:00PM/ Monday - Friday

Minimum Qualifications

1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management. Eighteen (18) months of this experience must have been in an executive, managerial, administrative, or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or 2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 3. An associate degree or completion of 60 semester credits from an accredited college and six years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 4. A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and eight years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 5. A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least two years of experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.

Preferred Skills

Knowledge of government procurement and contracting regulations and statutesUnderstanding of the City’s Expense and Capital BudgetsDemonstrated progressively responsible experience in coordinating and implementing complex contracts and procurement activities in a multifaceted governmental settingHands-on experience with procurement and budgeting systems/applications similar to the City’s FMS3 and Passport applicationsExposure to database/document management systemsProficiency in Microsoft Office Suite applicationsExcellent oral and written communications capabilities are required as well as very good interpersonal and organizational skills.

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.