Deputy Director Of Administrative Contracts

City of New York•New York City, NY

26d

About The Position

APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE CONTRACT SPECIALIST CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE OR BE REACHABLE WITH THE SCORE OF 100 ON THE OPEN COMPETITIVE ADMINISTRATIVE CONTRACT SPECIALIST EXAM (# 5001). The New York City Department of Homeless Services (DHS) is the largest organization in the United States dedicated to preventing and addressing homelessness. In partnership with other City Agencies and Nonprofit Organizations, DHS works to prevent homelessness before it begins, reduce street homelessness, provide temporary shelter, and connect individuals and families to stable housing all with a focus on accountability, empathy, and equity. DHS is committed to continuous improvement and employs innovative strategies to deliver high-quality services that support a swift transition from shelter to self-sufficiency. The agency manages hundreds of facilities and operates with a large team as well as a several billion-dollar budget to meet the diverse needs of New Yorkers experiencing homelessness. Financial Services is responsible for the Department of Homeless Services (DHS) Administrative Other Than Personnel Services (AOTPS) Budget, Payment Services and Contract Management. These functions cover non-human Services actions that support agency wide operations impacting the core services DHS provides to our homeless population. The Financial Services Department centralizes and manages the above-mentioned services to assist program operations on these administrative tasks. The Department of Homeless Services (DHS) is recruiting for one (1) Administrative Contract Specialist NM-I to function as Deputy Director of Administrative Contracts who will:

Requirements

APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE CONTRACT SPECIALIST CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE OR BE REACHABLE WITH THE SCORE OF 100 ON THE OPEN COMPETITIVE ADMINISTRATIVE CONTRACT SPECIALIST EXAM (# 5001).
1. A baccalaureate degree from an accredited college and four years of full-time, satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, business or public administration, contract community relations, or related fields; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel performing work in program evaluation, contract negotiation/management, business or public administration; or
2. A four year high school diploma, or its equivalent, and six years of full-time, professional, technical or administrative work experience in one or more of the fields cited above; at least eighteen months must have been in an administrative, managerial or executive capacity, or supervising professional personnel as described in "1" above; or
3. A satisfactory equivalent of education and experience as cited above. However, all candidates must have the eighteen months of administrative, managerial or executive experience or experience supervising professional personnel as described in "1" above.

Responsibilities

Supervise a team of contract managers responsible for non-human Services contracts.
Review contract proposals for services including Food, Exterminating, Cleaning, Transportation and other contracts; prepares performance reports to ensure compliance with the agency's requirements, and federal/state/city guidelines.
Assist with Intra City Memorandum of Understanding (MOUs).
Review and approves invoices for contracts in their portfolio to ensure accurate payments to the vendors. Maintaining weekly reporting of invoices against encumbrances.
Monitors contracts and advise on cost saving actions while maintaining the same or better level of services to DHS programs and shelters.
Ensure contractors are performing per contract specifications and create reports on contract performance. Conducts quarterly and as needed site visits to obtain food samples and report on findings.
Review and makes recommendations on food discards to improve efficiency.
Review and edits policies and procedures related to Contracts Administration.
Evaluate prospective contractors' budgetary proposals and financial reports; prepares quarterly and annual budget projections.
Collaborate with the DSS Medical Director’s Office on ensuring compliance with the NYC Food Standards, reviewing and approving plans for new food vendors and on training seminars for DHS Providers on Food Safety.
Direct contract negotiations making the final recommendation to higher management concerning awarding of contracts and the provision of additional funding and defunding.
Assist Director and Assistance Commissioner on administrative tasks and special projects as needed.
May perform the duties of subordinates to ensure successful unit operations.