Associate Director, Finance

City of New York•New York, NY

1d•Onsite

About The Position

The Mayor's Office of Contract Services (MOCS) is a New York City oversight and service agency that manages procurement citywide, from planning and release of agency solicitations to payment of vendors. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS therefore aims to ensure that the procurement process remains fair, transparent, efficient, and cost-effective. MOCS makes it easier to do business through use of end-to-end technology tools, increases transparency by publication of enriched data and hosting public hearings, and strengthens procurement operations by providing direct assistance and resources to all stakeholders. MOCS also partners with agencies and vendors to identify areas for policy reform, resulting in ongoing process improvement to reduce administrative burdens and increase the positive impact of services on communities. The MOCS Director serves as the City Chief Procurement Officer. MOCS team members operate in a collaborative, service-oriented environment, where flexibility and ability to achieve results are valued. All managers lead teams and/or lines of service, assuming increasing levels of responsibility for the organization's success. Managers align daily operations to the agency's strategic priorities, engage stakeholders in planning, and drive performance using well-defined success metrics, along with effective people and project management strategies (including but not limited to the assignment of work, maintenance of performance standards, maintaining baseline staff knowledge and professional development). MOCS maintains a lean staffing model, with managers both supervising and implementing tasks within or across areas of responsibility. All managers are expected to deliver timely and quality work products and services, participate in ongoing improvement activities, proactively deepen their knowledge of procurement and government operations. Managers must serve as principal ambassadors for the organization and are expected to handle confidential matters, promote established priorities, deescalate conflict, and proactively escalate issues along with proposed solutions. The Associate Director, Finance is responsible for the efficient organization and management of the business and financial operations of the agency. The Associate Director helps oversee the Unit's agency procurement, budget, revenue and accounting activities. As such, the position works to ensure that all agency and division goals and policies are identified and met.

Requirements

Do you have a baccalaureate degree from an accredited college or university?
Do you have an associate degree from an accredited college or university along with two (2) years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities?
Do you have a four-year high school diploma, or its educational equivalent approved by a state's Department of Education or a recognized accrediting organization along with four (4) years of experience as described in question "2" above?
Do you have a satisfactory combination of education and/or experience equivalent to that described in questions "1," "2," and/or "3" above?

Nice To Haves

MPA/MPP/MBA with an accounting/business/finance background with strong analytical and writing skills
Knowledge of Generally Accepted Accounting Principles as they relate to governmental accounting and governmental auditing
Knowledge of Microsoft Office applications including Word, and Excel
Strong, project management, written and oral communication skills
Excellent analytical and organizational skills are a must.
Familiarity with rules and directives of City oversight entities including the City Comptroller and the Policy and Procurement Board
Be an experienced manager with experience coaching staff and building a team
Working knowledge of FMS2, FMS3, PASSPort, OCP, CHRMS and NYCAPS
Meet deadlines and work independently while paying close attention to details
Establish relationships quickly and maximize positive team dynamics
Succinctly and effectively communicate verbally and in writing
Distill complex material, present information and make actionable recommendations
Analyze data and summarize research to lead ongoing improvement in operations and service
Define job responsibilities, screen, interview and train staff
Supervise, coach and structure ongoing professional development for individuals and teams
Facilitate ongoing intra- and inter unit knowledge sharing, team-building and collaboration
Convene cross-functional teams for planning or coordination activities
Liaise with administrative tea ms to address human resources or other operational matters
Maintain and update knowledge base, records and protocols
Represent MOCS in executive forums, conveying priorities and capturing stakeholder feedback
Juggle multiple priorities, adjusting subtasks and timelines to ensure goals are met
Serve as project manager for various initiatives, as necessary

Responsibilities

Lead the development, monitoring and reporting of the agency’s operating budget and capital budget (if applicable), ensuring alignment with the Mayor’s Office priorities and City fiscal cycle
Establish and maintain budgetary controls, forecasting tools, and variance analysis to provide timely insight into financial performance and risk
Provide regular budget briefings to senior leadership and make recommendations to optimize resource allocation, re-budgeting, and year-end close
Collaborate with program and ACCO to ensure budget alignment with procurement strategy, contract commitments, and vendor spend
Participate in the City budget process, submission of required financial documents, and respond to inquiries from the New York City Office of Management and Budget (OMB) and other oversight bodies
Oversee the finance aspects of the procurement lifecycle: from contract award, to budgeting for contracts, through to contract registration and payment
Ensure procurement finance operations adhere to City policies
Partner with ACCO to forecast and monitor vendor commitments, track contract amendments/renewals, and ensure appropriate accounting of obligations and expenditures
Develop and maintain standard operating procedures (SOPs) for procurement finance activities; train staff and monitor compliance
Ensure financial data in procurement systems (e.g., legacy or City-wide systems) is accurate and auditable; support audits, vendor reconciliation, and corrective action plans as needed
In the absence of ACCO, assist procurement manager with procurement decisions including procurement vehicles, approvals in PASSPort & FMS3 and decision-making on contracts, including extension and terminations
Assist in the management of the payables function for the agency: timely processing of vendor invoices, verification of deliverables, resolution of payment issues, and ensuring compliance with City payment policies and deadlines
Ensure Adherence to GAAP and comptroller’s directives in regards to reimbursements and accruals
Monitor vendor payment performance, aging of payables, and liaise with vendors to address disputes, credits, or contract-related payment issues
Develop metrics and dashboards on payables, vendor payment cycles, outstanding obligations, and provide management reporting
Coordinate with the New York City Comptroller’s Office, internal audit, and other oversight entities to ensure registration of contracts, vendor certification, documentation completeness, and timely payments
Support vendor onboarding/qualification from a finance perspective, ensuring proper documentation, payment terms, and accounting setup are in place