Contract Manager

City of New York•Queens, NY

About The Position

The New York City Department of Correction (DOC) Assets Management Division is seeking a Contract Manager to support the planning, development, processing, and administration of large-scale and complex contracts, as well as small purchases and micro-purchases. The role supports compliance with New York City Procurement Policy Board Rules, applicable laws and regulations, agency policies, and established procedures. The Contract Manager assists throughout the procurement lifecycle, from identifying agency needs and developing solicitation documents through vendor evaluation, purchase request processing, contract awards, performance monitoring, and procurement recordkeeping. The position works closely with program units, budget personnel, legal counsel, vendors, and other stakeholders to conduct procurement activities efficiently, transparently, and in compliance with applicable requirements. It reports directly to the Deputy Agency Chief Contracting Officer (DACCO). DOC operates facilities and court commands across the five boroughs and has more than 7,500 professionals. Its mission includes maintaining a safe and secure environment and supporting successful community re-entry for people in custody.

Requirements

A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration, or a related field.
At least eighteen months of the required experience must have been in an administrative, managerial, or executive capacity, or supervising professional personnel performing related duties.
Alternatively, a combination of education and experience equivalent to the stated degree and experience requirements; the eighteen-month administrative, managerial, executive, or supervisory experience requirement still applies.
An acceptable professional procurement certification may substitute for up to one year of the stated experience; the eighteen-month administrative, managerial, executive, or supervisory experience requirement still applies.

Responsibilities

Assist the DACCO and procurement team with planning, review, solicitation, evaluation, award, and administration of large-scale, complex, and high-value contracts.
Review agency requests for goods and services to ensure procurement needs, specifications, scopes of work, deliverables, performance standards, timelines, and funding requirements are clearly defined.
Prepare, review, and coordinate procurement documents, including RFPs, IFBs, scopes of work, specifications, evaluation materials, and contract award documentation.
Coordinate with program units, budget offices, legal counsel, and other stakeholders to ensure procurement packages are complete, accurate, adequately supported, and ready for review and approval.
Assist with vendor solicitation, pre-proposal activities, inquiries, addenda, and other procurement-related communications.
Support review and documentation of vendor submissions and the procurement evaluation process in accordance with established criteria and requirements.
Process small purchase and micro-purchase requests in accordance with NYC Procurement Policy Board Rules, agency procedures, and purchasing requirements.
Review purchase requisitions for complete and accurate descriptions, quantities, specifications, funding information, supporting documentation, and approvals.
Obtain and document vendor quotations, price comparisons, market research, and other required supporting information.
Assist in determining the appropriate procurement method based on estimated purchase value, the nature of goods or services, and applicable requirements.
Verify vendor information and coordinate with internal units and vendors to resolve missing documentation, discrepancies, and purchasing issues.
Prepare purchase orders and related procurement documentation for review and approval by authorized personnel.
Monitor small-purchase status and follow up with vendors and internal stakeholders to facilitate timely ordering, delivery, and receipt of goods and services.
Maintain accurate records of quotations, vendor selection, purchase approvals, purchase orders, receipts, and supporting documentation.
Identify opportunities to consolidate recurring purchases, improve pricing, streamline purchasing processes, and increase procurement efficiency while maintaining compliance.
Enter, update, and track procurement information in applicable New York City procurement and financial management systems, including PASSPort.