City of New York

Job Description

APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE PROCUREMENT ANALYST TITLE, OR PERMANENT IN A COMPARABLE CS TITLE ELIGIBLE FOR 6.1.9.

The Office of Contracts (OC) within the Department of Social Services is under the direction of the General Counsel. The Office of Contracts headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. OC ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists DSS program areas by supporting their procurement efforts and by providing technical assistance and training as needed. OC fulfills its goals and the Agency's mission by functioning as a central liaison between the Agency's program areas which monitor and evaluate the services provided by the vendors and the various City oversight offices, i.e., MOCS, OMB, and the City's Comptroller, charged with registering the Agency contracts.

The Vendor Compliance and Relations Unit (VCR) within the Office of Contracts is responsible for the processes and procedures in determining all potential and contracted vendors' compliance, integrity and responsibility. The unit is comprised of four (4) subdivisions: Vendor Responsibility and Integrity; Investigations and Contract Compliance, the Minority/Women-Owned Business Enterprise (M/WBE) Office, and Vendor Performance Evaluations.

Under the direction of the Director of the VCR, with the widest possible latitude for the exercise of independent initiative and decision making, the Deputy Director of VCR/ Vendor Responsibility and Integrity Unit is charged with the management of the day-to-day operations of the subdivision. This role includes all the duties as the primary reviewer of the responsibility determinations per the research of the analysts in the unit toward the completion of processing and the registration of procurement transactions, such as awards, renewals, and amendments from various selection methods. The Deputy Director will perform complex work to ensure the exactitude of vendor determinations, per the Procurement Policy Board (PPB) rules and various Local Laws, involved in the development and management of contracts for goods and services for DSS-HRA- DHS (the Agency).

The Office of Contracts is recruiting for an Administrative Procurement Analyst NM-1 to function as Deputy Director of VCR/ Vendor Responsibility & Integrity within the Procurement Implementation Division.

The Office of Contracts is recruiting one Administrative Procurement Analyst who will:

• Perform the primary review and approval of vendor responsibility determinations per the Procurement Policy Board (PPB) Rules for contract awards, modifications, buy-against transactions, formal requests for time extensions on contracts, etc. ensuring legal compliance; Recommends approval or disapproval of contracts for goods and services on an emergency basis.
• Assign and reviews of contract portfolio actions and prepares confidential and intricate reports for the Agency Chief Contracting Officer (ACCO), by providing information retrieved from the Procurement Sourcing and Solutions Portal (PASSPort), Lexis-Nexis, other databases/ sources, tracking non-responsibility determinations and ensuring that information is accurate and submitted in a timely manner.
• Oversee and manages the timely submissions of PASSPort and Department of Labor Services (DLS) documents to ensure that prescribed deadlines are met; develops appropriate planning tools and strategies to ensure that all areas of compliance requirements are met within prescribed deadlines.
• Review, evaluate, and monitor contract performance reports and recommendations submitted by program areas and/or vendors, as well as agency audits/financial documents to ensure contract compliance with legal requirements.
• Act as a representative for the Office of Contracts at meetings within and outside the Agency (DSS-HRA-DHS), and serves as the adjunct liaison for the Office of Contracts with various stakeholders, including agency leadership, program areas, and oversight agencies such as the Mayor’s Office of Contract Services (MOCS), New York City Department of Finance and the Department of Investigations (DOI), providing relevant information on the status of procurement actions, such as new awards, modifications to existing contracts, renewals and plans to ensure continued services after contracts expirations.
• Provide technical assistance to program area procurement staff by answering questions, explaining procedures and legal requirements related to complex contracting actions, in order to ensure compliance with agency procedures and to facilitate the timely delivery of contracted services.
• Provide technical assistance to potential contractors in the development stages of their procurement actions; provides clarification of legal terms and conditions of contracts to vendors.
• Review corrective actions and financial documentation where the contractor has failed to provide contracted goods and services and is deficient in honoring terms of contractual agreement; makes recommendations to the Director of VCR for non-awards or cancellations of contracts based on contractor’s non-responsibility and/or poor or non-performance.
• Establish and maintains supervisory controls to ensure the unit’s work is processed in a consistent and timely manner; coordinates and provides the Agency contract staff with training in agency contract policies and procedures, as well as in federal/ state/ city regulations governing programs.
• Participate in special projects as assigned.

HOURS: 9am – 5pm with flex

LOCATION: 4 World Trade Center, 150 Greenwich Street, New York, NY 10007

Qualifications

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.

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.