Director of Contract Processing & Registration, Office of the Agency Chief Contracting Officer

City of New York • Long Island City, NY

11d

About The Position

Open to candidates who are permanent in the civil service title of Administrative Procurement Analyst or the comparable civil service titles of Administrative Contract Specialist and Administrative Staff Analyst. Due to active promotional list for Administrative Staff Analyst, only permanent DOHMH candidates can be considered. The Bureau Office of the Agency Chief Contracting Officer (ACCO) within the Division of Finance is seeking to hire an Admin Procurement Analyst to perform duties as a Director of Contract Processing & Registration. Division/Work Unit: Finance / ACCO. The Finance Division at DOHMH has central responsibility and authority for all the finance, contracting, procurement, payroll, and revenue functions of the agency. Finance helps to ensure that programs and operations have the information, analysis, funding, and capacity to deliver critical services effectively and meet DOHMH's public health and racial equity objectives. Finance is organized into five bureaus, each led by an Assistant Commissioner: Bureau of the Agency Chief Contracting Officer; Bureau of Budget; Bureau of the Controller; Bureau of Finance Administration and Planning; and Bureau of Revenue. The Bureau of the Agency Chief Contracting Officer is primarily tasked with procuring citywide contracts on behalf of the Agency while adhering to citywide guidelines, rules, regulations, and policies. The Bureau of the Agency Chief Officer within the Division of Finance is seeking a highly motivated and exceptional professional to serve as a Director for Contract Processing and Registration.

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 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.

Responsibilities

• Supervise Contract Registration Unit.
• Efficiently distribute and assign workload to staff.
• Monitor staff performance and work progress to ensure tasks are completed timely and accurately.
• Provide guidance and support to staff.
• Train staff in all duties related to their work; ensure that staff complete all required DOHMH trainings on time and relevant procurement trainings as necessary.
• Utilize multiple databases and citywide systems. Input budget and contract data in the city's Financial Management System (FMS) and Procurement and Sourcing Solutions Portal (PASSPort).
• Review and analyze all contract packages for completeness, ensuring that all documentation and required forms are in compliance with the city's rules and regulations. Open service tickets to resolve OES and PASSPort issues.
• Ensure timely submissions of contract registration packages to the Comptroller's Office and prioritization of high priority actions.
• Oversee processing and approvals of contract action requests in OTPS Encumbrance System (OES). Resolve any discrepancies found from OES Reconciliation Exception Report.
• Provide technical assistance to program units and budget office in order to resolve errors in encumbrances.
• Draft and prepare memos, respond to oversight agency inquiries regarding contract registration and encumbrance issues, and ensure that responses to oversight agencies are prioritized.
• Ensure copies of executed contracts are uploaded into the agency's ConTrak system and sent out to contractors and program units upon registration.
• Ensure that award notices are published in the City Record for applicable contract actions.
• Assist Division with annual fiscal year-end close out.
• Classify, file and archive contracts and procurement files as necessary. Properly dispose of files in accordance with the City's retention schedule.
• Participate in staff recruitment activities, including drafting job descriptions, interviewing candidates, and recommending candidates. Onboard new staff. Develop and issue Tasks and Standards. Conduct employee performance evaluations on an annual basis (or interim basis as necessary).
• Attend office meetings including program bureau meetings, represent AACCO and DACCO at key meetings with senior officials within the agency.
• Research and retrieve documents for FOIL requests and audits.
• Maintain Agency's procurement records and file room according with the Agency's standards and City's retention policy.
• Assist with special projects as assigned.

Benefits

• Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance.
• Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

What This Job Offers

• Job Type: Full-time
• Career Level: Director
• Number of Employees: 101-250 employees