CONTRACT SUPPORT COORDINATOR

City of New York; New York (NY); On-site; USD 68,000 - 78,000; Full time

Job summary

SmartRecruiters, Inc. in New York City seeks a Principal Administrative Associate (10124) to act as Contract Support Coordinator, overseeing vendor activities and ensuring timely, accurate deliverables.

The role involves supervising a small clerical team, auditing contractor work, and coordinating with multiple units and court staff on special projects. Standard hours are 9:00 a.m. to 5:00 p.m., on-site.

Qualifications

• Bachelor’s degree with two years of satisfactory clerical/administrative experience, one year in a supervisory capacity.
• Associate degree or 60 semester credits with three years of clerical/administrative experience, including one year supervisory.
• High school diploma or equivalent with four years of clerical/administrative experience, including one year supervisory.
• Education/experience equivalent to above and at least one year supervisory experience.

Responsibilities

• Serve as the primary liaison between OCSS and the vendor, reporting to the Executive Director of Fiscal Operations.
• Oversee and monitor vendor activities, track assignments, ensure quality control, and meet contractual timeframes.
• Supervise a team of one Bookkeeper III and two Bookkeeper II staff.
• Coordinate with Fiscal Operations units and partner agencies to define project scope and manage cost for special projects.
• Oversee monthly audits of contractor work (approx. 100 cases) for accuracy and compliance.
• Prepare activity reports and memos initiating reimbursements for improper disbursements; ensure training needs are met.

Education

Bachelor's degree + 2 years clerical/administrative experience

Associate degree or 60 semester credits + 3 years clerical/administrative experience with supervisory

Four-year high school diploma + 4 years clerical/administrative experience with supervisory

Education/experience equivalent with supervisory experience

Job description

• Job Category: Administration & Human Resources
• Salary Band: $70,000 to $80,000
• Compensation: USD 68,209 - USD 78,440

Job Description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE

The Office of Child Support Services (OCSS) ensures that the non‑custodial parents meet their financial obligations to support their children. OCSS provides essential services including locating absent parents, establishing parentage and support orders, collecting support payments, and enforcing and modifying child support orders.

OCSS contracts with YMS Management Associates Inc., to perform critical account related functions including establishing and modifying accounts based on the court issued Account Creation Summaries. The vendor processes actions such as reviewing Finding of Facts, processing Orders of dismissals, modifications, terminations and maintaining account ledgers (each account can contain 16 ledgers). The vendor processes approximately 6,000 actions per month updating orders.

The vendor is also responsible for reviewing and processing reports generated by HRA or OCSS and New York State identifying an adjustment to account ledgers or updates to certain codes, status, or group identifiers.

In addition to processing Court Orders and local or State reports, the contractor will also complete Special Projects assigned by OCSS. A list of the current activities completed by the vendor is listed on page two.

OCSS is recruiting for a Principal Administrative Associate level III to function as a Contract Support Coordinator who will:

• Serve as the primary liaison between OCSS and YMS, reporting directly to the Executive Director of Fiscal Operations. This role is responsible for overseeing and monitoring all vendor activities including assignment tracking, quality control, and ensuring compliance with contractual obligations and federal/state timeframes.
• Ensure that all deliverables are completed accurately, efficiently, and within required deadline.
• Supervise a team consisting of one Bookkeeper III and two Bookkeeper II staff members.
• Liaise across Fiscal Operation’s four units facilitating vendor-related projects. This includes collaborating with unit directors to define project scope, developing detailed instructions and coordinating execution with the vendor, including cost negotiation for special projects. The role requires cross functional coordination with Family Court staff, Support Magistrates, internal unit such as Accounting, Audit, Payment Adjustment and Account Maintenance. Examples of how the liaison performs this function include the following:
• Oversee the processing of the child support adjustments completed by the contractor to ensure all deliverables are met by performing monthly audits of contractor work (approx. 100 cases per month) to ensure accuracy and compliance. Reconstruct case accounts to validate actions taken by the contractor, replicate processing steps, and identify discrepancies. Review contractor reports for timeliness and accuracy. Update procedures as needed and coordinate with partner agencies (e.g., CUNY).
• Review and assign to fiscal staff referrals returned by the contractor. Ensure that all returned referrals are resolved in a timely manner. Utilize multiple systems including the Child Support Management System (CSMS), Unified Court Management System (UCMS), Welfare Management System (WMS), and Automated State Support Tracking and Enforcement System (ASSETS) to assess validity and take appropriate action. Coordinate with OCSS Family Court staff and Support Magistrates to resolve discrepancies or obtain missing information.
• Address contractor data entry errors by identifying corrective actions. Provide guidance, direction, and technical assistance to contractor staff on fiscal and data-related functions by providing written instructions. If the errors are of a certain magnitude and frequence, training will also be provided.
• -Prepare formal memos to initiate reimbursement for improper disbursements resulting from errors. Ensure contractor staff complete all required FTI security and job-related training in a timely manner. Provide guidance and support for special project‑related training needs.
• Prepare activity reports based on the compilation of weekly staff work activities to produce an overall monthly statistical report for management analysis, to address several strategies, review and possible action that contributes to the improvement and better utilize resources.
• Perform supervisory responsibilities including staff oversight, workload distribution, monitoring time and leave, and conducting performance evaluations.

Hours: 9:00 a.m. to 5:00 p.m.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

• 1. A baccalaureate degree from an accredited college and two years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
• 2. An associate degree or 60 semester credits from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
• 3. A four‑year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full-time progressively responsible clerical/administrative experience including oneene year of the administrative supervisory experience as described in "1" above; or
• 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 year.

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.