Contract Manager

City of New York•New York, NY

12d

About The Position

The New York City Department of Correction’s 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 reports directly to the Deputy Agency Chief Contracting Officer (DACCO) and supports compliance with New York City Procurement Policy Board Rules, applicable laws and regulations, agency policies, and established procedures. The Contract Manager assists with all phases of the procurement lifecycle, from identifying agency needs and preparing solicitation documents through vendor-submission evaluation, purchase-request processing, contract awards, performance monitoring, and procurement-record maintenance. The role works with program units, budget personnel, legal counsel, vendors, and other stakeholders to help ensure procurement is efficient, transparent, and compliant.

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 be in an administrative, managerial, or executive capacity, or supervising professional personnel performing duties in one or more of the relevant fields.
A combination of education and/or experience equivalent to the stated education and experience requirements is acceptable, but candidates must still have the required eighteen months of administrative, managerial, executive, or supervisory experience.
An acceptable professional procurement certification may substitute for up to one year of the specified experience; candidates must still have the required eighteen months of administrative, managerial, executive, or supervisory experience.

Responsibilities

Assist the DACCO and procurement team with planning, review, solicitation, evaluation, award, and administration of large-scale, complex, and high-value contracts.
Review requests for goods and services to ensure 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, supported, and ready for review and approval.
Assist with vendor solicitation, pre-proposal activities, inquiries, addenda, and other procurement communications.
Support review and documentation of vendor submissions and the procurement evaluation process in accordance with evaluation criteria and applicable 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 completeness and accuracy, including descriptions, quantities, specifications, funding information, supporting documents, and approvals.
Obtain and document vendor quotations, price comparisons, market research, and other required supporting information.
Assist in determining procurement methods based on estimated purchase value, the nature of the 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 authorized personnel to review and approve.
Monitor small-purchase status and follow up with vendors and internal stakeholders to facilitate timely ordering, delivery, and receipt of goods and services.
Maintain complete and accurate records of quotations, vendor selection, purchase approvals, purchase orders, receipts, and other supporting documentation.
Identify opportunities to consolidate recurring purchases, improve pricing, streamline purchasing processes, and increase efficiency while maintaining compliance.
Enter, update, and track procurement information in applicable New York City procurement and financial management systems, including PASSPort.