BOB-Contract Coordinator
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. The unit’s duties require extensive and rigorous work with all internal divisions of the Department of Transportation especially the Agency Chief Contracting Office (ACCO) and Financial Management Units. The individual will also be responsible for but not limited to the following: 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; and Perform other related duties.
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
- 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
- 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
- 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. However, 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.
- 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.
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 are required as well as 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 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
