Contract Analyst Procurement Services Division

City of New York•New York City, NY

13d

About The Position

The New York City Department of Housing Preservation and Development (HPD) promotes quality and affordability in the city's housing, and diversity and strength in the city’s neighborhoods because every New Yorker deserves a safe, affordable place to live in a neighborhood they love. Within HPD’s Office of Legal Affairs (OLA), the Procurement Services Division (PSD) is a client-focused team that advises and guides agency leaders, managers, and contracting staff on their procurement needs in support of the agency’s mission to comply with all applicable rules, laws, regulations, policies, and all related requirements such as the New York City (City) Procurement Policy Board (PPB) Rules. PSD also registers contracts and contracts actions, manages procurement systems, and handles several other procurement-related responsibilities. You will be a member of the Contract Registration Unit (CRU). As the Contract Analyst for Contract Registration, you will join a team of procurement professionals who provide numerous procurement functions and support to the entire agency. The Contract Registration Unit (CRU) is responsible for managing the registration process for most contract actions to include agency level registration and registration by the Bureau of Contract Administration at the Comptroller’s office. The Contract Analyst role is responsible for the review of all types of contract actions to include identification of all errors, omissions, and issues with each contract package, and tracking, training, and communication with Program teams to assist in the correction of problems.

Requirements

Authorization to work in the United States is required for this position.
A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Nice To Haves

Significant preference for candidates with experience in procurement and contracting, and knowledge of New York City procurement pursuant to the Procurement Policy Board Rules, as well as the contract registration process.
Excellent written and verbal communications skills
Ability to work productively and collaboratively as part of a team
Proficiency in FMS, PASSPort,, and such PC software as Microsoft Word, Microsoft Excel, and Outlook.
Familiarity with the City’s contracting rules and statues, the Procurement Policy Board Rules, as well as government regulatory compliance requirements.
Excellent analytical, interpersonal, communication and organizational skills.

Responsibilities

Review of registration packages for contracts, renewals, contract changes, amendments, task orders, encumbrances, and related contract actions for all award methods prior to submission to the Comptroller’s Office.
Ensure compliance with local laws, the New York City Charter, Rules of the Procurement Policy Board, and the Mayor’s Office of the Contract Services.
Identify errors in the registration packages provide written notification of such discrepancies to CRU’s Contract Registration Director (Director) and contract managers.
Track issues to identify trends in contract submission errors.
Perform data analysis and assist the Director in developing reporting tools for tracking registration issues.
Forecast workloads and streamline processes.
Assist the Director in developing training materials such as checklist and sample contract registration packages by award type.
Provide assistance and training on developing packages in all City procurement systems including Financial Management System (FMS) and PASSPort;
Assist in developing materials and implementing strategies for improvement in areas where discrepancies are high.
Assist contract managers in the assembly of registration packages during peak contract period during the fiscal year;
Under the direction of the Director of CRU, provide guidance to agency procurement staff concerning the contract registration process.
Provide technical support to the Director of CRU in activities such as reviewing and approving FMS transactional items.