Heating Contract Analyst
About The Position
The Heating Contract Analyst (HCA) supports the Heating Management Services Department (HMSD) Contracts Unit in administering, coordinating, and overseeing departmental contracting and procurement initiatives. Reporting directly to the HMSD Deputy Director of Contracts, the HCA works with 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. It helps ensure contracted work is authorized, competitively and reasonably priced, compliant with procurement requirements, and documented from initiation through completion and payment. The position may also involve infrequent field assignments, including site visits and observation of contracted work. These assignments may take place in mechanical rooms, boiler rooms, construction areas, or outdoors, potentially in challenging environmental conditions.
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 procurement experience or professional, technical, or administrative contract negotiation/management experience; or a high school diploma or equivalent plus two years of such 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.
- For placement in Assignment Level II, after meeting the minimum requirements, candidates must have either one year served at Assignment Level I or one additional year of the experience described in qualification 2.
- Ability to attend field visits and observe contracted work as necessary; physical and environmental conditions may include extended standing, confined or restricted spaces, use of required personal protective equipment, bending and stooping, and navigating around equipment and obstructions.
Responsibilities
- Review requisition and procurement packages from HMSD purchasing liaisons for complete, reasonable scopes, supporting documentation, and vendor quotations consistent with NYCHA procurement requirements.
- Review scopes of work and project requirements to help identify the appropriate procurement pathway and contracting method.
- 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 could delay processing or payment.
- Coordinate with vendors on performance concerns, incomplete work, documentation deficiencies, and other contract compliance matters.
- Track recurring contract or vendor issues, document lessons learned, and recommend improvements to contract administration and purchasing practices.
- Attend site visits, pre-bid meetings, vendor walkthroughs, and other in-person procurement or contract-related meetings as necessary.
- Document site conditions, vendor discussions, questions, and concerns and communicate findings to HMSD management and 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)
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What This Job Offers
Job Type
Full-time
