On your cover letter, indicate that you have a permanent Administrative Procurement Analyst NM title -or- Reachable on the APA list. Otherwise you will not be considered for an interview.
The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the city.
The Agency Chief Contracting Office ACCO is responsible for managing all agency procurement and payment activity in accordance with all applicable city and state laws and regulations including General Municipal Law, City Charter, local laws such as LL1 for MWBE, Procurement Policy Board Rules and NYC Comptroller Directives. ACCO works cooperatively with DEP’s bureaus in support of their operational and programmatic needs including procurement of capital construction and related professional services (design, engineering, and construction management services), maintenance and repair contracts, and a wide array of supply and standard service contracts. In addition, ACCO staff manages agency compliance with vendor performance evaluations, MWBE participation goals, opportunities and requirements, prevailing wage, labor law compliance and vendor management. ACCO processes hundreds of both large and small contracts and thousands of payment transactions procuring about $2 billion in contracts annually. The ACCO consists of nine (9) organizational groups: Competitive Sealed Bids, Procurement Administration, Technology Development & Innovation, Contract Administration, Contract Compliance and Opportunities, Purchasing Management, Accounts Payable Unit, Contracts Review and Negotiations, and the Process Optimization & Change Management group.
The Large Contract Payment (LCP) is responsible for processing of all capital and large (>$250,000.00) expense funded payments for all large Capital contracts for Construction, Design and Consultant. LPC generates nearly 3,800 payments per fiscal year, with a value of over $1.1 Billion dollars. The Large Contract Payment Unit’s goal is to provide a timely and efficient service while adhering to the Prompt Payment Rules and Regulations as well as the NYC Comptroller's Directives.
This position will report to the Senior Director of Accounts Payable, the Administrative Procurement Analyst will lead the LCP Unit. This role oversees a team of eleven who review and process large contract invoices for regulatory compliance and funding availability. Responsibilities include ensuring timely submissions from internal bureaus, assisting in the development of standard operating procedures and performance metrics, and supporting the unit’s adherence to prompt payment regulations.
Job tasks/duties:
1. Manage daily operations and direct staff activity to ensure accuracy of payment details in adherence to Comptroller Directives, City policies, and contract terms and conditions.
2. Oversee the implementation, auditing and processing of large payments in PACT, PASSPort and the City’s Financial Management System (FMS/3) for payment vouchers.
3. Provide excellent customer service; communicate, coordinate, and resolve payment issues with vendors and other stakeholders.
4. Utilize data and dashboards to manage timeliness and communicate performance metrics to team.
5. Prepare accruals as part of the Year-End-Closing and process the clearing of accruals throughout the fiscal year.
6. Reconciliation of retainage accounts in coordination with the NYC Comptroller office on all applicable Capital and Expense contracts.
7. Analyze and reconcile payment warrant process, review financial records and supporting documentation for accuracy and completeness; coordinate with payment staff and vendors to initiate corrective actions.
8. Ensure proper filing, maintenance, and retention of the payment records and contract documents.
ADM PROC ANAL-NM FRM M1-3 - 8297A
1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.
Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.
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.
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