BOB- Contract Coordinator

City of New York • New York, NY

5d • $98,140 - $131,956 • Onsite

About The Position

The New York City Department of Transportation Division of Bridges seeks to hire a seasoned 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 divisions, particularly the Agency Chief Contracting Office (ACCO) and Financial Management Units. The position involves utilizing various procurement methods, managing systems like FMS3 and PASSPort, and ensuring compliance with all agency policies and procedures. The individual will also be responsible for monitoring contract capacity and terms, developing procurement plans, and facilitating financial and procurement discussions.

Requirements

• Must be serving permanently in the title of Administrative Staff Analyst N/M, or be reachable on the open-competitive list.
• A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management. Eighteen (18) months of this experience must have been in an executive, managerial, administrative, or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above.
• A baccalaureate degree from an accredited college and four years of professional experience in the areas described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.
• An associate degree or completion of 60 semester credits from an accredited college and six years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.
• A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and eight years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.
• A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least two years of experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above.

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 specials 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.
• Monitoring of registered ESA Task Orders regarding contract capacity and contract term requesting updates from project managers for purposes of contract management actions.
• Collaborate with project managers, engineers, and other stakeholders to identify procurement needs and develop expense procurement plans.
• Assist in the compiling of procurement documents with project teams to be forwarded to the ACCO’s Office for solicitations.
• Work with 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.

Benefits

• Premium-free health insurance plan
• Additional health, fitness, and financial benefits may be available based on the positions associated union/benefit fund.
• Public sector defined benefit pension plan
• College savings plan
• Commuter Benefits (Pre-Tax)
• Tax-deferred savings program
• Robust Wellness Programs

What This Job Offers

• Job Type: Full-time
• Career Level: Manager