Contract/Budget Coordinator

ZipRecruiter; New York (NY); Hybrid; USD 50,000 - 80,000; Full time

Job summary

An established public health agency is seeking a Budget/Contract Coordinator to oversee procurement and financial operations. This role involves managing contracts, facilitating vendor engagement, and ensuring compliance with grant requirements. The ideal candidate will have a strong background in finance and project management, with excellent communication skills to collaborate effectively across departments. This position offers a hybrid work schedule and a comprehensive benefits package, making it an exciting opportunity to contribute to public health initiatives in New York City.

Benefits

Generous Paid Time Off

Medical, Dental, and Vision Insurance

Flexible Spending Accounts

403(b) with employer matching

Ongoing training and professional growth opportunities

Qualifications

• Ability to develop and interpret financial reports.
• Strong communication skills to work with various staff levels.

Responsibilities

• Initiate purchasing using various procurement methods.
• Monitor the procurement/contract process and maintain records.

Skills

Financial Reporting

Communication Skills

Analytical Skills

Project Management

Stakeholder Engagement

Education

Bachelor of Arts in Business

High School Diploma with 10+ years of experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Job Description

Company Overview

With an annual budget of $2.3 billion and more than 7,000 employees throughout the five boroughs, the New York City Department of Health and Mental Hygiene (NYC DOHMH) is one of the largest public health agencies in the world, serving 8 million New Yorkers from diverse and cultural backgrounds. We're tackling a broad range of public health issues with innovative policies and programs and getting exceptional results, but our work is never finished. The breadth of our innovative programs provides the widest range of choices for every member of our team.

The selected candidate will be an employee of Public Health Solutions, a nonprofit organization which is the fiscal and administrative manager of the grant but will work be supervised by DOHMH. This is a grant-funded position ending in June 2025.

The Office of Emergency Preparedness and Response’s (OEPR’s) work focuses on promoting and protecting public health through emergency preparedness and response; and recognizes that social inequities negatively impact our efforts to maintain and improve the health of NYC during and after a disaster. With these inequities in mind, OEPR is also working to improve its application of a social justice and racial equity lens to its emergency preparedness and response work. OEPR’s employees are expected to align their work with OEPR’s efforts to combat the harmful effects of systemic injustices on communities and work towards the most equitable post-disaster public health outcomes possible.

The Bureau of Grants Management and Administration manages all grant-related functions and undertakes the administration of all grant-related activities. This position operates within the Finance Unit which is responsible for overseeing OEPR’s financial operations.

Job Description

DOHMH has an opening for a Budget/Contract Coordinator. Reporting to the Finance Director, this position will have the following primary duties, but not limited to:

1. Procurement - Initiate purchasing using various procurement methods including micropurchases, requests for proposals (RFPs), solicitations, and Intra-City agreements, etc.
2. Interface with various City and agency financial systems, including PASSPort for vendor sourcing and procurements, and contracts. Monitor every stage of the procurement/contract process and maintain thorough records of contract and procurement actions for status reporting and audit purposes.
3. Assist in increasing the Division’s utilization of minority, women-owned business (MWBE) vendors, by seeking MWBE vendors via RFQs.
4. Facilitate spend down of emergency preparedness and response CTL funds, by maintaining the division’s Excel-based budget tracker.
5. Assist in the preparation and monitoring of line-item procurement/contract budgets.
6. Regularly update (every Friday) the division’s “Budget Tracker” ensuring recent transactions are recorded and maintain the “Contract Tracker” reflecting latest notes on the procurement/contract process.
7. Work directly with program leads and assist in monitoring the spend down of contracts managed by OEPR. Conduct follow-up with programs, ACCO’s office, Office of General Counsel (OGC), etc., to facilitate procurement/contract processing.
8. Process division payments accurately and timely via agency invoicing system.
9. Initiate financial transactions (e.g., journal entries, budget modifications, amendments, etc.) when needed.
10. Encumber funds for travel and overtime. Assist the Finance Director in utilizing and reconciling p-card purchases under $5K.

Qualifications:

• Bachelor of Arts in Business, Accounting, Management, Finance, or related field, or a High School diploma with 10+ years of experience in Business, Accounting, Management, Finance, or related field.
• Ability to develop, interpret, and understand financial reports.
• Strong communication skills and ability to work with various levels of staff.
• Able to work independently and exercise sound judgment.

Additional Desired Qualities:

• Experience with stakeholder engagement and project management.
• Excellent communication (verbal & written) and interpersonal skills.
• Strong analytical skills and ability to manage and report complex information.
• Experience with data collection, analysis, and interpretation.
• Desire to grow professionally, develop new skills, and willingness to work outside of comfort zone.
• Experience working with the public health sector and coordinating projects involving multiple stakeholders.
• Ability to prioritize and work in a fast-paced environment with hard deadlines.
• Fluency in Microsoft Word, Excel, Outlook, and PowerPoint.

Benefits:

• Hybrid Work Schedule.
• Generous Paid Time Off and Holidays.
• An attractive and comprehensive benefits package including Medical, Dental, and Vision.
• Flexible Spending Accounts and Commuter Benefits.
• Company Paid Life Insurance and Coverage.
• 403(b) + employer matching and discretionary company contributions.
• College Savings Plan.
• Ongoing training and continuous opportunities for professional growth and development.

Additional Information:

• This is a temporary grant-funded position ending in June 2025.
• This individual must reside in the tri-state area (NY, NJ, CT) by their confirmed start date.
• Preference may be given to individuals residing in New York City (5 boroughs) or surrounding New York State counties.
• This individual will be expected to work non-business hours during emergencies.

At PHS, we place immense value on within our teams, understanding that varied backgrounds and experiences significantly enhance our community and propel us toward our goals. If you find you don’t have experience in all the areas listed above, we still encourage you to apply and share your background and experiences in your application. We are eager to discover how your unique perspective can bring positive transformations to our team and help advance our mission of creating healthier, more equitable communities.

We look forward to learning more about you!

PHS is proud to be an equal opportunity employer and encourages applications from women, people of , persons with disabilities, LGBTQIA+ individuals, and veterans.

Monday-Friday
35 Hours per week