BOB-Contract Coordinator

City of New York•New York, NY

9d•$69,950 - $105,406•Onsite

About The Position

The New York City Department of Transportation (DOT) Division of Bridges is seeking a skilled contracts/procurement professional to manage the Division’s contracts, Engineering Service Agreement (ESA) Task Orders, and Information Technology procurements. This role requires extensive collaboration with internal DOT divisions, particularly the Agency Chief Contracting Office (ACCO) and Financial Management Units. The position involves utilizing various procurement methods and systems, performing administrative reviews, monitoring contracts, and facilitating discussions on financial and procurement matters.

Requirements

Serving permanently in the title of Associate Contract Specialist, or being reachable on the open-competitive list.
A baccalaureate degree from an accredited college and two years of full-time satisfactory professional, technical or administrative experience in one or more of the following fields: 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 the above.
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.
All candidates 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 the first qualification option.

Nice To Haves

Knowledge of government procurement and contracting regulations and statutes.
Understanding of the City’s Expense and Capital Budgets.
Demonstrated progressively responsible experience in coordinating and implementing complex contracts and procurement activities in a multifaceted governmental setting.
Hands-on experience with procurement and budgeting systems/applications similar to the City’s FMS3 and Passport applications.
Exposure to database/document management systems.
Proficiency in Microsoft Office Suite applications.
Excellent oral and written communications capabilities.
Very good interpersonal and organizational skills.

Responsibilities

Utilize various procurement methods, such as competitive sealed bids, competitive sealed proposals / request for proposals, sole source, and negotiated acquisition procurement methods.
Utilize the Financial Management System (FMS3), NYC’s Procurement and Sourcing Solutions Portal (PASSPort), and other systems for review, approval, and processing of internal RFx documents and manage special projects as needed.
Perform detailed administrative review, processing, coordination, and scheduling of Professional ESA Task Orders and procurement documentation for compliance with all Agency, ACCO, and Mayoral policies and procedures.
Monitor registered ESA Task Orders regarding contract capacity and contract term, requesting updates from project managers for contract management actions.
Collaborate with project managers, engineers, and other stakeholders to identify procurement needs and develop expense procurement plans.
Assist in compiling procurement documents with project teams to be forwarded to the ACCO’s Office for solicitations.
Work with the Expense team to verify funding prior to expense-funded procurements.
Execute tasks in FMS3, e.g., complete RQC1 documents, check current funding availability in budget codes, etc.
Update and monitor procurement and Contract Management Action (CMA) tracking reports utilizing Microsoft Excel.
Following contract registration in PASSPort, ensure relevant contracts are set-up for invoicing utilizing PASSPort Invoice Functionality, completing FCCRs, POCRs, etc. as necessary.
Schedule and attend Consultant Selection Committee charging and Technical Evaluations.
Facilitate discussions with both internal and external partners regarding financial aspects and procurement issues outlined in contracts.
Assist in coordinating financial tasks for new and existing contracts to ensure compliance with NYC regulations and policies, as well as addressing agency/vendor priorities.
Review and process paperwork required for contract management actions related to expense-funded contracts.
Assess and enhance procurement financial procedures, platforms, and operations in PASSPort to optimize efficiency.
Perform other related duties.