Emergency Preparedness Finance Coordinator, Bureau of Grants Management and Administration

City of New York • Long Island City, NY

1d

About The Position

NYC Department of Health and Mental Hygiene (NYCDOHMH)'s Office of Emergency Preparedness and Response (OEPR) was created to promote DOHMH's and NYC's ability to prevent, prepare for, respond to, and recover from health emergencies. OEPR coordinates agency-wide emergency preparedness planning, exercises and training, evaluation of incident response, exercise performance and coordinating with community stakeholders, city, state & federal partners on public health emergency planning and response. JOB DESCRIPTION: This position will have the following primary duties related to emergency preparedness, but are not limited to: Emergency Response - Functions as Resource Officer for the Citywide Health Emergency Field Operations (CHEFO), Emergency Response Group (ERG) as well as assist in the FIFA World Cup activation for the agency. - Attend all meetings of the CHEFO support Branch. - Records and maintains all requests for resources and procurements. - Serve as a point of contact for divisions during activation - Maintain database of procurements requested and procurements completed. - Initiate procurements, track and troubleshoot submitted actions to completion. - Provide assistance with the tracking of expenditures during activation, so that the agency will know how much money was used for purchases during World Cup. Procurement - Initiate micropurchases and small purchases in City/agency contracting and invoicing systems. - Conduct requests for quotes (RFQs) and communicate with potential vendors. Compile quotes/proposals and make awarding bidder determinations. - Initiate technology purchase requests in agency internal systems. Follow up request to completion. - Notify programs within 24hrs of the item’s receipt. Perform the delivery of items when possible. - Responsible for the receipt of items, maintaining and tracking OEPR’s division supply inventory, reconciling the supply records, ordering and ensuring sustained inventory levels of various supplies for OEPR’s operations. Fiscal Management - Assists in collecting and compiling documentation necessary for submission of PHEP/HPP check to DOHMH Finance. Transfer check to DOH Finance with record of receipt. - Assist in the processing of invoices for payment in the City/agency systems. Providing updates on payment status. Escalate issues appropriately and assist in troubleshooting. - Assist in following up on invoices processed for payment by DOHMH’s fiscal agent. Follow-up appropriately with grant funded programs to facilitate invoice. - Communicate with vendors and internal stakeholders to facilitate the prompt submission of invoices or for payment. - Compile information for vendor reconciliations and account reviews. - Assist Finance Director in utilizing and reconciling p-card purchases under $5K. Grant Certifications - Assists in requesting, collecting, reviewing, following up on correlations, and storing monthly federal time and effort certifications for agency-wide staff on an as needed basis.

Requirements

• Master’s degree from an accredited college in emergency management, public health, disaster management, emergency preparedness/administration, public administration, or related field and one (1) year of satisfactory full-time professional experience in one or a combination of the following area(s): emergency preparedness planning/management, emergency medical services, fire or public safety, law enforcement, homeland security, public health, mental health, environmental/occupational health and safety or a related specialized area; or
• A baccalaureate degree from an accredited college and two (2) years of satisfactory full-time professional experience in one of the areas described in “1” above; or
• A satisfactory equivalent combination of education and experience. However all candidates must have a minimum of one (1) year of satisfactory full-time professional experience in one of the areas described in “1” above.

Nice To Haves

• Excellent organizational skills.
• Strong math skills.
• Working knowledge of spreadsheets.
• Ability to balance financial records.
• Able to take direction, receive feedback, and work within a fast paced, team-oriented environment.
• Strong communication skills and ability to work with various levels of staff.
• Able to work independently and exercise sound judgement.

Responsibilities

• Functions as Resource Officer for the Citywide Health Emergency Field Operations (CHEFO), Emergency Response Group (ERG) as well as assist in the FIFA World Cup activation for the agency.
• Attend all meetings of the CHEFO support Branch.
• Records and maintains all requests for resources and procurements.
• Serve as a point of contact for divisions during activation
• Maintain database of procurements requested and procurements completed.
• Initiate procurements, track and troubleshoot submitted actions to completion.
• Provide assistance with the tracking of expenditures during activation, so that the agency will know how much money was used for purchases during World Cup.
• Initiate micropurchases and small purchases in City/agency contracting and invoicing systems.
• Conduct requests for quotes (RFQs) and communicate with potential vendors. Compile quotes/proposals and make awarding bidder determinations.
• Initiate technology purchase requests in agency internal systems. Follow up request to completion.
• Notify programs within 24hrs of the item’s receipt. Perform the delivery of items when possible.
• Responsible for the receipt of items, maintaining and tracking OEPR’s division supply inventory, reconciling the supply records, ordering and ensuring sustained inventory levels of various supplies for OEPR’s operations.
• Assists in collecting and compiling documentation necessary for submission of PHEP/HPP check to DOHMH Finance. Transfer check to DOH Finance with record of receipt.
• Assist in the processing of invoices for payment in the City/agency systems. Providing updates on payment status. Escalate issues appropriately and assist in troubleshooting.
• Assist in following up on invoices processed for payment by DOHMH’s fiscal agent. Follow-up appropriately with grant funded programs to facilitate invoice.
• Communicate with vendors and internal stakeholders to facilitate the prompt submission of invoices or for payment.
• Compile information for vendor reconciliations and account reviews.
• Assist Finance Director in utilizing and reconciling p-card purchases under $5K.
• Assists in requesting, collecting, reviewing, following up on correlations, and storing monthly federal time and effort certifications for agency-wide staff on an as needed basis.

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. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)
• 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: Entry Level
• Number of Employees: 5,001-10,000 employees