Heating Contract Analyst

City of New York • Long Island City, NY

2d

About The Position

The Heating Contract Analyst (HCA) supports the Heating Management Services Department (HMSD) Contracts Unit with the administration, coordination, and oversight of the department’s contracting and procurement initiatives. Reporting directly to and working under the direction of the HMSD Deputy Director of Contracts, the HCA works closely with departmental purchasing liaisons, operational staff, vendors, and central procurement teams. The position supports oversight of contracted work; procurement of materials and services needed to maintain heating and mechanical equipment; and monitoring of contract utilization and vendor performance. The HCA helps ensure that contracted work is properly authorized, competitively and reasonably priced, performed in accordance with applicable procurement requirements, and documented from initiation through completion and payment.

Field assignments are infrequent and may include site visits and observation of contracted work. The position may involve challenging conditions in mechanical rooms, boiler rooms, construction areas, and outdoor locations.

Requirements

• A baccalaureate degree from an accredited college or university; or an associate degree or 60 semester credits plus 12 months of satisfactory, full-time professional experience in procurement of goods, services, construction, or construction-related services, or professional, technical, or administrative experience in contract negotiation or management; or a four-year high school diploma or equivalent plus two years of such full-time professional experience; or an equivalent combination of education and experience.
• All candidates must have at least a four-year high school diploma or its educational equivalent.
• College education may substitute for professional experience at a rate of 30 semester credits for six months of experience, as described in the qualifications.
• For placement in Assignment Level II, candidates must, after meeting the minimum requirements, have either one year served at Assignment Level I or one additional year of the specified experience.

Responsibilities

• Review requisition and procurement packages from HMSD purchasing liaisons to ensure scopes, supporting documentation, and vendor quotations are complete, reasonable, and consistent with NYCHA procurement requirements.
• Review scopes of work and project requirements to help determine appropriate procurement pathways and contracting methods.
• Review contractor proposals, supporting documentation, and completed work to assess cost effectiveness, completeness, and performance quality.
• Review contractor requests to use subcontractors and coordinate the agency review and approval process.
• Support review of contractor invoices and payment documentation and help resolve issues that may delay invoice processing or payment.
• Coordinate with vendors regarding performance concerns, incomplete work, documentation deficiencies, and other contract compliance matters.
• Track recurring contract or vendor issues, document lessons learned, and recommend process improvements to strengthen contract administration and purchasing practices.
• Attend site visits, pre-bid meetings, vendor walkthroughs, and other in-person meetings related to procurements or contracted work as necessary.
• Document site conditions, vendor discussions, questions, and concerns, and communicate findings to HMSD management and other appropriate stakeholders.
• Observe contracted work in the field to help evaluate scope compliance, work quality, and project documentation.

Benefits

• Choice of medical coverage plans
• Deferred compensation plans
• Defined pension benefit plan as a member of the New York City Employees Retirement System (NYCERS)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level