Procurement Analyst for the Division of Budget and Program Operations

City of New York•New York City, NY

About The Position

The Procurement Analyst works in the Division of Budget and Program Operations (BPO) within HPD’s Office of Housing Access and Stability. Under general supervision of the Deputy Director of Budget, Program Operations & Housing Quality Standards, and with considerable latitude for independent initiative and decision-making, the analyst performs complex procurement and contract work. The selected candidate reports to the Director of Budget, Program Operations and Housing Quality Enforcement. The role develops and conducts complex procurements using methods such as competitive sealed proposals/request for proposals, sole source, and subscription methods. It coordinates with stakeholders to gather supporting documents and obtain oversight approvals, conducts pre-bid conferences, responds to vendor inquiries, and checks that proposals meet division requirements and applicable federal, state, and city guidelines. The analyst manages contracts through their full lifecycle, from initial request and registration through post-registration management and performance evaluation. Contracting functions are performed in PASSPort, while registrations are monitored and tracked in the Financial Management System (FMS).

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community-centered activities related to the described duties; or high school graduation or equivalent and six years of such experience; or equivalent education and/or experience. All candidates must have at least one year of the specified experience.
Knowledge of federal, city, state, and agency financial systems and processes.
Project-management, organizational, analytical, quantitative, and qualitative skills.
Exceptional interpersonal communication skills.
Comfort using technology, including Microsoft Office (Word, Excel, Access, PowerPoint, and Visio) and other analytical, process, flowchart, and data-system tools.

Nice To Haves

Knowledge of Section 8 and other rental subsidies, and federal, state, and local housing laws and regulations.
Experience with FMS and PASSPort.

Responsibilities

Review purchasing requisitions, procurement documents, and contract documents for accurate and adequate descriptions and specifications, and consult agency staff to resolve discrepancies.
Participate in preparing small-purchase solicitations and bid solicitations, and suggest potential sources of supply.
Gather data for invitations for bids and requests for proposals, determine appropriate solicitation procedures, prepare solicitation and award documents, organize bidders’ packages, and solicit bids and proposals from potential contractors.
Coordinate with stakeholders to develop scopes of services and gather requirements so procurements align with business needs.
Review vendor and provider bids and proposals for conformity with agency, city, state, and federal requirements.
Prepare procurement documentation; review bid offerings; select the lowest bidder where appropriate; and prepare award recommendations.
Prepare, review, and modify routine contract specifications and purchase conditions, and participate in contract negotiations.
Follow up on delivery problems, prepare procurement-status progress reports, report on contractor performance, and serve as a liaison between the agency and contractors, vendors, and business representatives when needed.
Monitor contractor performance, review standard reporting documents, and coordinate audit responses to help ensure contract compliance.
Prepare solicitation documents for routine or moderately complex procurement methods and, when needed, develop descriptions and specifications for routine requirements or system contracts for citywide or agency-wide use.
Monitor funded-program operations for contract compliance; assist contractors in developing effective program-administration approaches; review contract agencies’ statistical and budgetary data; prepare fiscal summary reports; and make recommendations about additional funding or defunding when appropriate.
Review bids and quotations to assess prices against market conditions and examine samples for compliance with specifications or standards, accepting substitutes when appropriate.
Recommend awards, including sole-source contracts, contract modifications, and formal time-extension requests for more complex procurement activities.
Prepare specifications and documents for all solicitation methods, requirements contracts, and other highly complex and specialized purchases authorized by executive management.
Develop and monitor reports concerning procurement processes, vendor management, and other identified needs.
Assist with post-procurement activities, including invoicing and vendor or contractor communication and coordination, to support effective contract management.
Complete tasks and special projects assigned by the Director or executive management.
Attend training and liaison meetings with internal and external partners.
Process procurement and contract actions from request through registration and manage contracts after registration through performance evaluation.
Conduct pre-bid conferences, clarify potential offerings, respond to vendor inquiries, gather supporting documentation, and obtain oversight approvals.
Use PASSPort for contracting functions and monitor and track contract registrations in FMS.