Deputy Agency Chief Contracting Officer/Procurement Implementation

City of New York•New York, NY

About The Position

APPLICANTS MUST BE PERMANENT IN THE ADMINISTATIVE PROCUREMENT ANALYST CIVIL SERVICE TITLE, BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE OR BE IMMEDIATELY REACHABLE ON EXAM NO. 3107. The Office of Contracts (OC) within the Department of Social Services is under the direction of the General Counsel. The Office of Contracts headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. OC ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists DSS program areas by supporting their procurement efforts and by providing technical assistance and training as needed. OC fulfills its goals and the Agency's mission by functioning as a central liaison between the Agency's program areas which monitor and evaluate the services provided by the vendors and the various City oversight offices, i.e., MOCS, OMB, and the City's Comptroller, charged with registering the Agency contracts. The Procurement Implementation Division (PID)/ Human Services manages the key procurement actions, following vendor evaluation identification and selection, including but limited to Public Notices; vendor verification; financial and contract review; insurance compliance, and other award milestones as outlined in the Procurement Policy Board (PPB) rules. Under the direction of the Senior Deputy Agency Chief Contracting Officer (DACCO), with wide latitude for independent judgment, initiative and decision making, the Deputy Agency Chief Contracting Officer (DACCO) oversees the activities of professional staff engaged in the initiation, completion and processing of all procurement actions following vendor evaluation, identification, selection, vendor verification and insurance verification for human services contract awards for Agency Programs. Additionally, the DACCO oversees the activities of staff engaged in the renewals, maintenance, modifications, extension and/or amendment of contracts awarded by the Agency. The Office of Contracts (OC) is recruiting one (1) Administrative Procurement Analyst NM-III to function as a Deputy Agency Chief Contracting Officer/Procurement Implementation Division/Human Services who will:

Requirements

APPLICANTS MUST BE PERMANENT IN THE ADMINISTATIVE PROCUREMENT ANALYST CIVIL SERVICE TITLE, BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE OR BE IMMEDIATELY REACHABLE ON EXAM NO. 3107.
1. 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
2. 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.

Responsibilities

Work with the Mayor’s Office of Contract Services (MOCS) for the development of the Annual Human Services Plan, other comprehensive procurement plans as required by law and assists in the planning and outline of strategies for the Agency’s new and on-going initiatives, programs and services. Ensures plans, services and actions are in accordance with Procurement Policy Board (PPB) rules, the NYC Charter guidelines, directives, Local Law requirements and/or any other mandates (i.e. court orders, etc.)
Advise program executives on contract policy implementation issues and interpretations of the PPB rules and the NYC Charter, ensuring appropriate application when needed. Provides direction on the development of work specifications for submission to the Office of Legal Affairs and the NYC Law Department.
Represent the Agency’s interest regarding contract matters at various mandated public forums and meetings in accordance with Public Policy Board rules and NYC Charters. Oversees the processing, preparation and presentation of financial and statistical reporting of procurement transactions at the forums (e.g. Public Hearings; bid openings; pre-proposal or pre-bid conferences and District Council Forums) and meetings before appropriate bodies including Agency leadership, Program Areas, oversight agencies such as the Mayor’s Office of Contract Services (MOCS), New York City Department of Finance and the Department of Investigations (DOI).
Provide direction and oversee the activities of PID subordinate managerial and professional staff responsible for the timely processing of the Agency procurement portfolio and Mayoral and/ or Commissioner initiatives, to achieve the Program Area’s purpose while ensuring compliance with applicable rules, statutes, and laws. This includes providing alternative strategies for the acquisition of goods and services, facilitating, authorizing, and recommending solutions for processing, suspension or cancelation of Agency procurements.
Oversee procurement operations and analyzes workload/workflow against staffing levels to ensure adequate staffing levels are maintained to meet operational needs. Advises the ACCO on critical staffing problems and constraints impacting the Division’s operations. Makes recommendations for impactful short and/ or long-term staffing and recruitment plans. Consults and collaborates with the ACCO and/or ACCO delegate to resolve any discrepancies.
Develop and implement procurement training curriculum for procurement staff to improve the work functioning and workflow and to address any deficiencies and needs of the staff. Ensures the presentation of materials is clear and includes strategies for procurement processing towards unimpeded contract registration and efficient service implementation, as well as the inclusion of any problem-solving recommendations on addressing issues that could potentially arise during processing.
Direct the development of protocols, standard operating procedures and office policies for the handling and completion of procurement actions as specified by the ACCO for the initiation, implementation and registration of select, specially and/ or temporarily assigned procurement portfolio per Mayoral discretion and initiatives. Protocols developed include standardized communications to areas; preparation and presentation of the Agency’s procurement items at Public Hearings and preparation of contract packages for submission and registration.
Oversees the development and maintenance of appropriate planning tools, strategies, reports, and logs to document the procurement processing milestones for comprehensive updating (i.e. Local Law publication, etc.) to the ACCO, DSS Executive Staff and any agency oversight. Ensures all areas of compliance requirements are met within prescribed deadlines.
Oversee the review and research of data for financial and statistical reporting of procurement transactions to provide accurate and immediate updates requested by various oversights including MOCS, OMB and respond to Freedom of Information Law (FOIL) inquiries. Ensure information researched from Procurement and Sourcing Solutions Postal (PASSPort), Financial Management Systems (FMS) and other sources is accurate.
Facilitate and direct the interactions with Agency oversights for the completion of special projects assignments and continued procurement transaction processing per the division’s jurisdiction ensuring processing milestones, such as assisting in obtaining oversight approval, are realized in a timely manner and assist with accelerating, when needed. Assists in obtaining oversight approval in a timely manner and accelerates approvals when needed.
Perform and ensure that special projects are completed as assigned by the ACCO.