Contract Manager

City of New York; New York (NY); On-site; USD 90,000 - 130,000; Full time

Job summary

City of New York’s Department of Correction Assets Management Division seeks a Contract Manager to support planning, development, and administration of large-scale contracts, small purchases, and micro-purchases in compliance with PPB Rules and NYC laws.

You will coordinate with program units, budget, legal counsel, vendors, and other stakeholders to ensure timely, accurate procurement packages and documentation in PASSPort.

Qualifications

• Four years of full-time professional experience in purchasing, procurement, or contract administration.
• Experience in a managerial, administrative, or supervisory capacity is required.
• Professional procurement certification may substitute for part of the experience.

Responsibilities

• Assist planning, review, solicitation, evaluation, award, and administration of contracts.
• Review requests for goods and services to ensure defined needs and scopes.
• Prepare and coordinate procurement documents such as RFPs, IFBs, and contracts.
• Coordinate with budget, legal, and program units to ensure compliant procurement.
• Monitor procurement lifecycle and maintain accurate records in systems like PASSPort.

Skills

Procurement

Contract management

Vendor management

Purchasing

Contract negotiations

Documentation

Regulatory compliance

Cross-functional collaboration

Education

Bachelor's degree in Business Administration/Public Administration or related field

Tools

PASSPort

Microsoft Office

Job description

ALL ANDIDATES MUST BE PERMANENT IN THE TITLE ADMINISTRATIVE PROCUREMENT ANALYST. ADD EIN# TO YOUR RESUME

The New York City Department of Correction (DOC) is an integral part of the City’s evolving criminal justice system, participating in reform initiatives and strategies aimed to move the City towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers, and people in our custody. Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts.

The Department of Correction Assets Management Division is seeking a Contract Manager who will report directly to the Deputy Agency Chief Contracting Officer (DACCO) and support the planning, development, processing, and administration of large-scale and complex contracts, as well as small purchases and micro-purchases, in accordance with New York City Procurement Policy Board (PPB) Rules, applicable laws and regulations, agency policies, and established procedures.

The Contract Manager will assist in managing all phases of the procurement lifecycle, from identifying agency needs and developing solicitation documents to evaluating vendor submissions, processing purchase requests, supporting contract awards, monitoring contract performance, and maintaining accurate procurement records. The position will work closely with program units, budget personnel, legal counsel, vendors, and other stakeholders to ensure procurement activities are conducted efficiently, transparently, and in compliance with applicable requirements.

Key Responsibilities

include but are not limited to;

• -Assist the DACCO and procurement team in the planning, review, solicitation, evaluation,
  award, and administration of large-scale, complex, and high-value contracts.
• -Review agency requests for goods and services to ensure that procurement needs,
  specifications, scopes of work, deliverables, performance standards, timelines, and
  funding requirements are clearly defined.
• -Prepare, review, and coordinate procurement documents, including Requests for
  Proposals (RFPs), Invitations for Bids (IFBs), scopes of work, specifications, evaluation
  materials, and contract award documentation, as applicable.
• -Coordinate with program units, budget offices, legal counsel, and other stakeholders to
  ensure procurement packages are complete, accurate, properly supported, and ready for
  review and approval.
• -Assist with vendor solicitation, pre-proposal activities, inquiries, addenda, and other
  procurement-related communications, as applicable.
• -Support the review and documentation of vendor submissions and the procurement
  evaluation process in accordance with established evaluation criteria and applicable
  procurement requirements.
• -Process small purchase and micro-purchase requests in accordance with applicable NYC
  Procurement Policy Board Rules, agency procedures, and established purchasing
  requirements.
• -Review purchase requisitions to confirm that descriptions, quantities, specifications,
  funding information, supporting documentation, and required approvals are complete and
  accurate.
• -Obtain and document vendor quotations, price comparisons, market research, and other
  required supporting information, as applicable.
• -Assist in determining the appropriate procurement method based on the estimated
  purchase value, nature of the goods or services, and applicable procurement requirements.
• -Verify vendor information and coordinate with relevant internal units and vendors to resolve
  missing documentation, discrepancies, and purchasing issues.
• -Prepare purchase orders and related procurement documentation for review and approval
  by authorized personnel.
• -Monitor the status of small purchases and follow up with vendors and internal stakeholders
  to facilitate timely ordering, delivery, and receipt of goods and services.
• -Maintain complete and accurate records of quotations, vendor selection, purchase
  approvals, purchase orders, receipts, and other supporting documentation.
• -Identify opportunities to consolidate recurring purchases, improve pricing, streamline
  purchasing processes, and increase procurement efficiency while maintaining compliance
  with applicable requirements.
• -Enter, update, and track procurement information in applicable New York City procurement
  and financial management systems, including PASSPort, as required by the agency.

ADM PROC ANAL-NM FRM M1-3 - 8297A

Minimum Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or

2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience 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.