PASSPort Analyst

City of New York•New York City, NY

11h

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community The ACS Division of Financial Services (DFS) is responsible for supporting, planning, implementing, and monitoring the fiscal functions of the agency in accordance with City, State and Federal guidelines. The work of DFS includes managing the ACS budget; submission of monthly claims for revenue; processing of payments to provider agencies and vendors; monitoring the financial health of provider agencies through financial review and audits; maintenance of the ACS bank accounts; centralized oversight of ACS Child Welfare financial eligibility; and data maintenance for financial systems of record. OTPS passport unit within DFS processes encumbrances for a variety of program areas, including Foster Care, Preventive Services, DYFJ, CFWB, Program Support (FCLS, DCP, PPM, DEA) and AOTPS. The PASSPort Unit will be responsible for the tracking and completion of all Budget actions in PASSPort. Troubleshooting routing issues as they arise. Assist internal ACS areas and ACS providers as necessary.

Requirements

A baccalaureate degree from an accredited college and two years of full-time satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, fiscal/financial management, or project management; or
A four year high school diploma, or its educational equivalent, and six years of full-time, satisfactory professional, technical or administrative work experience in one or more of the fields cited above; or
Education and/or experience equivalent to "1" or "2" above. College credits obtained from an accredited college may be substituted for experience on the basis of 30 college semester credits for one year of experience as described in "1" above. However, all candidate must have at least a four-year high school diploma or its educational equivalent and at least two years of full-time experience as described in "1" above.

Responsibilities

Generate and perform tasks through PASSPort for oversight reviews and approvals.
Maintain and update procurement status reports and databases in addition to processing procurements.
Act as ACCO primary liaison on all actions in Budget queue that needs assistance in processing.
Review PASSPort in progress report from ACCO and work with Division and Budget liaison to process the actions. Verifying descriptions & specifications for accuracy ensuring conformity & oversight compliance; in compliance with Procurement Policy Board Rules & applicable oversights.
Work with Budget Liaisons ensuring the Contract Agency Budgets are correct. This includes tracking budget modifications, and expenditure monitoring functions for the budgets as well as any budget increases that needs to be processed (i.e. COLA, Fringe, ICR)
Work with Audit team on Provider Agency close outs ensuring the information in PASSPort is accurate
Conduct procurement-specific analyses to propose/determine M/WBE participation goals. Budget Modifications, Contract registration, PASSPort tracking of actions pending.
Assist in troubling shooting any actions pending completion or not assigned in the PASSPort approval queue.
Track vendor compliance and flag upcoming Human Service contract that are approaching the end of the term to start the renewal/RFP process timely.
Review solicitation documents, covering various methods of procurement, including (but not limited to) micro purchases, small purchases, formal contracts ($100k+), and intergovernmental purchases.
Utilize various Citywide procurement-related systems, including Financial Management System (FMS), PASSPort, Small Business Services’ M/WBE Online Directory, DCAS/DMSS Direct Order, Storehouse requisitions and various internal systems for managing procurements.
Draft and maintain Cost Manual including PASSPort procedures.
Provide Training for New Hires on How to use PASSPort and provide technical assistance when needed.
Perform other duties as assigned.