PASSPort Analyst

NYC Administration for Children's Services; New York (NY); On-site; USD 69,950 - 80,442; Full time

Benefits offered by this job

Public Service Loan Forgiveness eligibility

Equal Opportunity Employer commitment

Job summary

NYC Administration for Children's Services is seeking an Associate Contract Specialist to manage contract processes and fiscal functions. The selected candidate will ensure compliance with city policies and maintain various procurement reports. Candidates must have a baccalaureate degree and at least two years of relevant experience in program evaluation, fiscal management, or contract negotiations.

This role offers a salary range of $69,950.00 – $80,442.00 and the opportunity to contribute to child welfare and community services.

Qualifications

• 2 years of full-time experience in program evaluation or contract management.
• Experience in fiscal/financial management or project management is preferred.
• Education equivalent can substitute for work experience.

Responsibilities

• Generate and perform tasks through PASSPort for approval processes.
• Maintain procurement status reports and databases.
• Collaborate with the Audit team on provider agency close‑outs.
• Track vendor compliance and initiate renewal processes timely.

Skills

Program evaluation

Contract negotiations

Fiscal/Financial management

Project management

Education

Baccalaureate degree from an accredited college

Job description

ASSOCIATE CONTRACT SPECIALIST - 40562

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $69,950.00 – $80,442.00.

To qualify for this role, applicants must have passed Exam #2066 or Exam #5032 for the Associate Contract Specialist position. All selected candidates must provide proof of examination completion. Permanent Associate Contract Specialists are encouraged to apply.

The Administration for Children’s Services (ACS) protects and promotes the safety and well‑being of children and families through child welfare, juvenile justice services, and community supports. ACS manages community‑based supports, foster care services, subsidized childcare vouchers, child protection staff responses, detention, placement, and youth programs.

The ACS Division of Financial Services (DFS) supports, plans, implements, and monitors fiscal functions in accordance with city, state, and federal guidelines. DFS responsibilities include managing the budget, processing payments, monitoring affiliate financial health through audits, maintaining bank accounts, overseeing financial eligibility, and maintaining data for financial systems.

Responsibilities

• Generate and perform tasks through PASSPort for oversight reviews and approvals.
• Maintain and update procurement status reports and databases, and process procurements.
• Act as ACCO primary liaison on all actions in the Budget queue that need assistance in processing.
• Review PASSPort progress reports from ACCO and work with division and budget liaison to process actions. Verify descriptions and specifications for accuracy, ensuring conformity and oversight compliance, in line with Procurement Policy Board Rules and applicable oversight.
• Work with Budget Liaisons to ensure Contract Agency Budgets are accurate, tracking budget modifications and expenditure monitoring functions for budgets, and processing any budget increases (e.g., COLA, Fringe, ICR).
• Collaborate with the Audit team on provider agency close‑outs, ensuring information in PASSPort is accurate.
• Conduct procurement‑specific analyses to propose or determine M/WBE participation goals and handle contract registration, PASSPort tracking of actions pending.
• Assist in troubleshooting actions pending completion or not assigned in the PASSPort approval queue.
• Track vendor compliance and flag upcoming Human Service contracts approaching the end of term to initiate renewal/RFP processes timely.
• Review solicitation documents covering various procurement methods, including micro purchases, small purchases, formal contracts ($100k+), and intergovernmental purchases.
• Utilize various citywide procurement‑related systems such as Financial Management System (FMS), PASSPort, Small Business Services’ M/WBE Online Directory, DCAS/DMSS Direct Order, Storehouse requisitions, and other internal systems for managing procurements.
• Draft and maintain the Cost Manual including PASSPort procedures.
• Provide training for new hires on how to use PASSPort and offer technical assistance when needed.
• Perform other duties as assigned.

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of full‑time satisfactory professional, technical or administrative experience in program evaluation, contract negotiations/management, fiscal/financial management, or project management; or
• A four‑year high school diploma, or its educational equivalent, and six years of full‑time satisfactory professional, technical or administrative work experience in one or more of the fields cited above; or
• Education and/or experience equivalent to options 1 or 2. College credits obtained from an accredited college may be substituted for experience on the basis of 30 college semester credits for one year of experience as described in option 1.

Applicants must have at least a four‑year high school diploma or its educational equivalent and at least two years of full‑time experience as described in option 1 above.

55‑a Program

This position is also open to qualified persons with a disability who are eligible for the 55‑a Program. Candidates should indicate at the top of their resume and cover letter that they would like to be considered 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: https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. City employees with at least two continuous years of service may be eligible to reside in certain counties outside the city. Please discuss the residency requirement with the agency representative at your interview.

Equal Opportunity Employer

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 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.