Budget Specialist

City of New York • Long Island City, NY

9h • Hybrid

About The Position

The Division of Mental Hygiene (MHy) of the New York City Department of Health and Mental Hygiene is responsible for policy, programs, and provider oversight related to mental health; alcohol and drug use and developmental delays and disabilities. The office of Administrative Services within the Bureau of Mental Hygiene Administration provides all non-program support for the Division of Mental Hygiene. Its services include Personnel, Budget, Procurement, Equipment and Facilities Management, Operational support. The Budget Specialist will perform critical functions working under the supervision of the Budget and Procurement Analyst to assist with the purchasing, tracking and oversight of procurement activities for the Division of Mental Hygiene ensuring that request conform to DOHMH guidelines and NYC Procurement Policy Board rules.

Requirements

• A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
• An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
• A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
• A combination of education and/or experience equivalent to “1”, “2”, or “3” above.
• College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience.
• All candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.

Nice To Haves

• To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.
• To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.

Responsibilities

• Initiate and submit Purchase Requisitions in ConTrak Purchasing and the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Process Invoice Payments in PAYRS and the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Communicate with Office of Procurement and the MWBE unit to process Purchase Orders.
• Contact vendors for price quotes as needed.
• Create spreadsheets and reports in Excel.
• Assist with the Reconciliation of the OTPS Budget.
• Enter purchase requisition information on the Purchase Tracking Sheet.
• Manage the software inventory tracking report.
• Reconciles expenses for all Zipcar invoices against Fiscal’s Management monthly reports.
• Maintain and file the pending approval and pending delivery purchase orders in appropriate folders.
• Prepare and submit budget modifications through the BMS System (Budget Management System).
• Manage accruals set up, submissions, decreases and reallocations, perform monthly analysis of aging encumbrances and work with both programs and vendors.
• Create and submit encumbrances through the OTPS Encumbrance system (OES) for contracted services.
• Utilize financial applications such as FMS, BMS, OES, ConTrak, PAYRS, the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Assist with special reporting projects as needed.

Benefits

• a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program
• a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

What This Job Offers

• Job Type: Full-time