Contract Manager for the Division of HPD Tech

City of New York•New York City, NY

18h

About The Position

About the Agency: The New York City Department of Housing Preservation 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. - We maintain building and resident safety and health - We create opportunities for New Yorkers through housing affordability - We engage New Yorkers to build and sustain neighborhood strength and diversity. ________________________________________ Your Team: Housing Preservation & Development Technology (HPD Tech) is the IT division within HPD. The Office of HPD Tech leads the agency’s effort to transform HPD through technology by promoting productivity and eliminating manual processing, shrinking costs, and increasing the pace of work. HPD Tech works to improve effectiveness of business processes using core applications for flawless execution. HPD Tech empowers decision makers with access to quality (complete and accurate) information to anticipate and pro-actively react to building, neighborhood and market conditions. The Office of HPDTech is composed of 7 units: CIO (Chief Information Office), CTO (Chief Technology Office), CPO (Chief Product Office), Budget, Enterprise Architecture, Planning & Compliance, and Information Security. Your Impact: You wil join the procurement unit of HPDTech which is charged with processing approximately 100+ annual renewals, contract amendments and new procurements which are primarily technology based. In order to streamline the contracting process, we try to use existing contracts offered by partners as the Office of Technology and Innovation and State and Federal contracts that have negotiated terms and conditions. The Unit works with our planning unit to create the scopes of work and budgets with vendors, provides ongoing programmatic and fiscal oversights. Moreover, the HPDTech procurement teams provides guidance and support to other teams within the Office of HPDTech on procurement methodologies and contracting processes. Your Role: As a Contracts Manager in the HPDTech procurement Unit, you will coordinate with a portfolio of vendors to provide the necessary documentation to secure awards, register contracts with the City Comptroller's Office and at the agency level. You will be responsible to work with the product directors to prepare contract performance evaluations and submit to the Agency Chief Contracting Office to be in compliance with the City’s Procurement Policy Board rules.

Requirements

Education and Experience: Bachelor’s degree and a minimum of one year of relevant work experience.
Subject-Matter Expertise: Familiarity with New York City’s Procurement Policy Board rules, contracting, and payment processes. Experience with PASSPort and Financial Management Systems (FMS) preferred but not required.
Proven ability to receive direction and anticipate next steps; to work independently and take initiative; and to meet deadlines. Attentive to details, organized and able to follow through.
Good Judgment: Ability to analyze a situation and understand when additional input is necessary.
Collaborative and Creative Spirit: Excited to be part of a team in a diverse environment, to work with others to solve problems creatively and get quality work done. Ability to hear, take, and give feedback effectively and productively.
Technical Skills: Proficiency in Microsoft Office applications, including Excel, Outlook, & Teams.
Authorization to work in the United States is required for this position.
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 which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or
A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above. Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.

Nice To Haves

Understanding of Team’s Mission: Knowledge of New York City government and housing issues and experience working with community-based organizations providing housing services are a plus but not required.

Responsibilities

Perform all contracting functions in PASSPort and the Financial Management System (FMS3).
Communicate with vendors to request required documents and review submitted documents for completion.
Provide technical assistance to vendors to facilitate appropriate oversight approvals and clearances
Ensure timely registration of contracts.
Work directly with other HPD Units (ACCO, Legal, Fiscal) to facilitate procurement/contract processing
Track work, compile information for external inquiries or HPD leadership, participate in team meetings
Submit and track pre-encumbrance and encumbrance documents in FMS3 for the discretionary and other procurement contracts for HPD Fiscal and/or Comptroller approval.
Prepare, review, and process Financials workflow on unregistered contract actions in PASSPort.
Monitor vendors’ compliance with the contracts and support vendors with overall program implementation
Create and review materials to be shared with the public or senior staff, such as presentations, reports, and memoranda.
Prepare and submit performance evaluation to Agency Chief Contraction Office.