Contract Registration Coordinator, DCP - 27005

NYC Public Schools; New York (NY); On-site; USD 72,000 - 82,000; Full time

Job summary

NYC Public Schools is seeking a Contract Registration Coordinator to manage the procurement documents for contracts over $25,000, ensuring timely submission and compliance with NYC Comptroller requirements.

You will coordinate with community-based and non-profit vendors, internal DCP teams, and external offices to secure complete registrations and accurate justifications for procurements.

Qualifications

• Bachelor’s degree required or equivalent combination with experience in community work.
• Two years of relevant experience in community work or related duties.
• Experience with contract materials, provider submissions and background reviews is preferred.
• Must have strong data organization and reporting capabilities.

Responsibilities

• Coordinates communication between vendors and DCP procurement teams for registration documents.
• Provides process-based information to schools and central office on contract registration matters.
• Maintains communication with the Comptroller’s Office and the OMB to support vendor registration.
• Reviews contracts for registration and coordinates documentation with the Comptroller’s Office and OMB.
• Tracks status of registrations and coordinates with Procurement Analysts.

Skills

Interpersonal skills

Data tracking

Presentations

multitasking

Education

Bachelor’s degree

High school diploma + 6 years experience

Equivalent combination with 1+ year experience

Tools

CTS

FMS

FAMIS

CPS

Job description

Position Summary:

The Contract Registration Coordinator, is responsible for processing procurement documents of all New York City Public Schools (NYCPS) contracts that exceed $25,000 for registration with the NYC Comptroller’s Office. The Registration Coordinator performs critical contract registration duties, including coordination with community based service providers on the submission, review, and internal approval of documentation for services related to Early Childhood, Family Engagement, non-profit vendors, as well as professional development and direct student services. Performs related work.

Reports to:

Contract Registration Supervisor

Direct Reports:

N/A

Key Relationships:

Works closely with all Division of Contracts and Purchasing (DCP) staff, Office of Management and Budget (OMB), the New York City Public School (NYCPS) Office of Equal Opportunity (OEO), Office of Supplier Diversity (OSD), the New York City Comptroller’s Office; and other internal and external offices, as necessary.

Responsibilities

• Coordinates communication between the prospective vendors and DCP procurement teams to ensure all required registration documents for community based and non-profit vendors are obtained and accurately completed.
• Provides process based information to schools and central office based clients on matters concerning the contract registration process for community based vendors.
• Maintains ongoing communication with the Comptroller’s Office and the OMB to support the registration of community based vendors.
• Collaborates with staff in the DCP vendor investigation units to adjust possible discrepancies to ensure that all documents needed for registration are obtained.
• Coordinates the tracking and follow up between Procurement Analysts and respective on the status of the registration process.
• For moderately complex to complex procurements, reviews and prepares contracts for registration with the NYC Comptroller’s Office, coordinating the receipt of documentation required for registration, ensuring the submitted documents are complete, consistent and the legally required justifications are provided for the type of procurement.
• Works closely with DCP Procurement Analysts to adjust documents for any discrepancies and to obtain answers to questions from the Comptroller’s Office and the OMB.
• Assists in responding to inquiries by researching historical contract information in various databases.
• Utilizes NYCPS database systems, including CTS, FMS, FAMIS, and OASIS, to ensure accurate registration, tracking, and management of vendor contracts.

Qualification Requirements

Minimum

• A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to “1” or “2” above. However, all candidates must have at least one (1) year of experience as described in “1” above

In addition to meeting the minimum requirements, individuals must have two additional years of relevant work experience.

Preferred

• Strong interpersonal skills.
• Experience reviewing and evaluating documentation related to community programs, including contract materials, provider submissions, and background review materials.
• Demonstrated ability to collect, organize and track data and reports using internal authorization and tracking systems.
• Excellent presentation skills, with the ability to communicate clearly with municipal oversight agencies, and internal stakeholders.
• Experience working in a team environment, strong organizational skills and attention to detail and adherence to deadlines and the ability to multitask.
• Familiarity with NYCPS specific enterprise systems such as FAMIS, CTS, and CPS.
• Proven ability to work collaboratively across divisions, including coordination with program offices, legal, financial, and other relevant entities.
• Ability to exercise independent judgment and initiative in coordinating complex activities within established policies and procedures.
• Experience supporting program monitoring and internal review processes related to community based services.
• Proficiency in Microsoft Office 365 applications and internet research tools.

Salary

$72,114 - $82,000

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

• New York City Residency is NOT Required *

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non- Discrimination Policy

The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

REQUESTING AN ACCOMMODATION - APPLICANTS

Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process. If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing [e-mail]. The determination of the accommodation request will be communicated to the applicant in writing.

https://infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025---accommodations.pdf

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/.