Fleet & Sign Procurement Coordinator

DEPT OF PARKS & RECREATION; New York (NY); On-site; USD 60,000 - 78,000; Full time

Job summary

The City of New York Department of Parks & Recreation is seeking a talented Community Coordinator to maintain and enhance procurement services for the Fleet and Signs Division. You will prepare PASSPort, Unifier, and FMS documents, and collaborate with city agencies to move capital and operating orders forward.

You will also manage monthly credit card reporting, oversee service contracts, and supervise purchasing staff, while ensuring compliance with city procurement policies and programs.

Qualifications

• Bachelor's degree and two years of related experience, or high school diploma and six years of related experience.
• Equivalent education/experience accepted with at least one year of the 1 above.

Responsibilities

• Maintain and improve procurement services for Fleet and Signs Division.
• Prepare PASSPort, Unifier, E-requests, and FMS documents; coordinate with Mayor's Office and agencies.
• Submit capital, expense and elected officially funded orders for vehicles, parts and services.
• Prepare and submit monthly Division credit card reports.
• Assist with administration of service contracts (Transdev, Holman, GPC etc.).
• Work with Purchasing and Accounting to generate purchase orders and contracts.
• Supervise purchasing staff responsible for ordering parts, supplies and services.
• Ensure adherence to Procurement Policy Board and OMB policies by staff.
• Train and monitor staff on e-Requester, MWBE Vendor database and Vendex/FMS usage.
• Prepare annual budget for the division and monthly expenditure tracking reports.
• Oversee fuel and EV charging reporting and archiving.
• Manage contracts to ensure vendor compliance.
• Oversee Zipcar and E-ZPass accounts for the Agency.

Skills

Contracts & budgets

FMS knowledge

Procurement procedures

MS Office

Driver license

Education

Bachelor's degree with 2 years related experience

High school diploma with 6 years related experience

Equivalent education/experience with required minimum

Job description

Major Responsibilities

• Under general direction, with wide latitude for independent initiative and judgment, maintain and improve the procurement services for purchasing, reporting and budget analysis for the Fleet and Signs Division.
• Prepare PASSPort, Unifier, E-requests, Fixed Asset Documents, projects, and documents managed by Financial Management System (FMS) and work with the Mayor’s Office of Contract Services and other agencies to complete tasks.
• Prepare Certificates to Proceed and submit capital, expense and elected officially funded orders for vehicles, parts, and supplies/materials and services.
• Prepare and submit the monthly Division credit card reports.
• Assist with the administration of the division’s various service contracts including but not limited to: Transdev, Holman, Fleet Management Services, Genuine Parts Company (GPC) Fuel and Telematics (GEOTAB).
• Work with Purchasing and Accounting to generate purchase orders and contracts.
• Supervise purchasing staff responsible for ordering parts, supplies and services.
• Ensure that all policies and procedures of the Procurement Policy Board and Office of Management and Budget are followed by procurement staff and staff within the division who are requesting and receiving materials or services.
• Use, train, and monitor staff in the correct use of procurement programs used by the Agency, such as e-Requester, Minority and Women Owned Business Enterprise (MWBE) Program vendor database, Department of Citywide Administrative Services storehouse, Vendor Information Exchange System (Vendex) and FMS.
• Prepare the annual budget for the division by analyzing expenses and future programs and submit monthly reports to division management, detailing the activities of funds that are committed. Prepare budget reports and tracking documents that will keep management and supervisory staff aware of open purchase orders.
• Oversee trip ticket archive system and retrieve information for the legal department and Department of Investigation (DOI) as needed.
• Oversee the staff directly responsible for the fuel and EV charging needs. Report daily fuel readings, assign fuel and charging cards to agency vehicles and staff and generate monthly fuel reports.
• Manage contracts to ensure all requirements are met by vendors.
• Oversee and manage the Zipcar and E-Zpass accounts for the Agency.

Work Location: Randall’s Island, Manhattan

COMMUNITY COORDINATOR - 56058

nyc.gov/parks

MOVEMENT IN THE FACE OF CIVIL SERVICE LISTS IS PROHIBITED UNDER CIVIL SERVICE LAW.

For information about applying for Civil Service Exams go to: Civil Service Exams - Department of Citywide Administrative Services (nyc.gov)

Minimum Qualifications

• A baccalaureate degree from an accredited college and two 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 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 year of experience as described in "1" above.

Preferred Skills

• Experience with contracts, budgets or fiscal management.
• Knowledge of FMS and City Procurement procedures.
• Excellent administrative, supervisory, customer service and communication skills.
• Proficiency in Microsoft Office.
• Valid New York State driver license a plus.

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

Residency in New York City, Nassau, Orange, Rockland, Suffolk, Putnam or Westchester counties required for employees with over two years of city service. New York City residency required within 90 days of hire for all other candidates.

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.