City of New York

Job Description

IF YOU ARE HIRED PROVISIONALLY IN THE ADMINISTRATIVE CONTRACT SPECIALIST TITLE, YOU MUST TAKE AND PASS THE CIVIL SERVICE EXAM WHEN IT BECOMES AVAILABLE TO BE ELIGIBLE FOR CONTINUED EMPLOYMENT.

The Department of Homeless Services (DHS) is one of the largest organizations of its kind committed to preventing and addressing homelessness in New York City. Collaborating with other public agencies and not-for-profit partners, DHS works to prevent homelessness before it occurs, reduce street homelessness and assist New Yorkers to transition from shelter into appropriate permanent housing. DHS is responsible for management of over 200 facilities, which mainly are individual and family shelters used as overnight residences for over 38,000 adults and children. DHS’s portfolio covers approximately 4M square feet.

The Facilities and Logistics Division (F&L) is responsible for monitoring DHS shelters as it relates to the maintenance of building systems. Within the Facilities & Logistics Division is Facilities Operations’ Contract Tracking Unit (CTU), responsible for managing the lifecycle of service contracts that support facility operations. CTU procures an array of services that support the maintenance and repair of DHS Adult and Family shelter sites as well as Administrative Offices. The type of contract services CTU procures are, but not limited to heating, HVAC, plumbing, refrigeration, elevator, painting, air monitoring, lead abatement, snow removal and fire safety. These services ensure that DHS can provide a clean and safe environment for its clients and staff.

The Department of Homeless Services is recruiting for one (1) Administrative Contract Specialist to function as Director of Expense Contracts who will;

• Oversee the day-to-day operations of the Contract Tracking Unit (CTU) staff, responsible for procuring DHS service contracts. Review contract proposals and performance reports to ensure compliance with the agency's requirements, and federal/state/city guidelines.
• Direct contract negotiations making final recommendations to Senior Management concerning the awarding of contracts, provision of additional funding or defunding of contracted services. Develop and manage reports to management on contract performance, including a final report at contract closure. Participate in agency planning sessions; recommend new program approaches, as well as changes in agency policies/procedures as deemed necessary.
• Supervise staff to implement new initiatives and monitor the program's performance by reviewing invoices and ensuring payments are in accordance with contract specifications; evaluating prospective contractors' budgetary proposals and financial reports, and ensuring contractors operate within contractual limits and applicable federal, state, city guidelines.
• Prepare and submit mandated contract performance reports to the ACCO’s Office. Collaborate with the ACCO’s office to monitor MOCS Annual Plan Tracking report to ensure timely contract registrations. Respond to contract inquiries made by OMB, MOCS, Comptroller’s Office, ACCO’s Office and other Entities.
• Develop Contract Burn Rates and matrix for planning purposes; reviews EAM database for project cost and advise on replacement vs repairs on items like boilers, HVAC systems, etc.
• Establish and implement control mechanisms to facilitate program evaluation and monitoring of the agency's operations as well as the contractors' performance. Provide technical contract expertise to contractors and subordinates.
• Lead program planning sessions directed towards developing new programs and more effective agency policies/procedures.
• Collaborate and coordinate with other units within Operations, such as Maintenance and Repairs Unit and Capital to plan and initiate new contracts, and Material Acquisitions Procurement unit to project and establish project cost on various projects. Also works with legal counsel to solicit bids for contract proposals.

Work Location: 101-07 Farragut Rd, Brooklyn NY

Hours/Schedule: Monday – Friday 8am – 4pm

ADMINISTRATIVE CONTRACT SPECIA - 1009A

Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time, satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, business or public administration, contract community relations, or related fields; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel performing work in program evaluation, contract negotiation/management, business or public administration; or

2. A four year high school diploma, or its equivalent, and six years of full-time, professional, technical or administrative work experience in one or more of the fields cited above; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel as described in "1" above; or

3. A satisfactory equivalent of education and experience as cited above. However, all candidates must have the eighteen months of administrative, managerial or executive experience or experience supervising professional personnel as described in "1" above.

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.