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-development work. The selected candidate reports to the Director of Budget, Program Operations and Housing Quality Enforcement. The analyst develops and conducts complex procurements using methods including competitive sealed proposals/request for proposals, sole source, and subscription methods. The role coordinates with stakeholders to gather supporting documents and obtain oversight approvals, conducts pre-bid conferences, responds to vendor inquiries, and ensures proposals meet division requirements and applicable federal, state, and city guidelines. The role manages contracts throughout their lifecycle, from procurement request through registration and post-registration performance evaluation. Contracting functions are performed in PASSPort, while contract registrations are monitored and tracked in the Financial Management System (FMS).

Requirements

The posting lists Community Coordinator (56058) qualifications: a bachelor’s 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 related community-work or community-centered-activities experience; or equivalent education and/or experience.
Candidates qualifying through equivalent education and/or experience must have at least one year of the described community-work or community-centered-activities experience.

Nice To Haves

Knowledge of federal, city, state, and agency financial systems and processes.
Experience with project management and strong organizational, analytical, quantitative, and qualitative skills.
Exceptional interpersonal communication skills.
Comfort with technology, including Microsoft Office (Word, Excel, Access, PowerPoint, and Visio) and other analytical, process, flowchart, tool, and data systems.
Knowledge of Section 8 and other rental subsidies, as well as federal, state, and local housing laws and regulations.
Experience with FMS and PASSPort.

Responsibilities

Review purchasing requisitions, procurement materials, and contract documents for accuracy and adequacy; consult agency staff to resolve discrepancies.
Participate in preparing small-purchase solicitations and bid solicitations, and identify possible sources of supply.
Gather information for invitations for bids and requests for proposals and determine appropriate solicitation procedures.
Prepare solicitation and contract-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 compliance with agency, city, state, and federal requirements.
Prepare procurement documentation, review bid offerings, select the lowest bidder where applicable, and prepare award recommendations.
Prepare, review, and modify contract specifications and purchase conditions, and participate in contract negotiations.
Follow up on delivery problems and prepare procurement-status reports and contractor-performance reports; may serve as the primary liaison with contractors, vendors, and business representatives.
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, where applicable, develop specifications for routine requirement or system contracts for citywide or agency-wide use.
Monitor funded programs for contract compliance; assist contractors with efficient and effective program administration; review contract-agency statistical and budget data; and prepare fiscal summary reports.
Review bids and quotations to assess price reasonableness against market conditions and examine samples for compliance with specifications or standards.
Recommend contract awards, including sole-source contracts, contract modifications, and time extensions 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 for procurement processes, vendor management, and other identified needs.
Assist with post-procurement activities, including invoicing and vendor or contractor communications and coordination.
Work on tasks and special projects assigned by the Director or executive management.
Attend training sessions 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, respond to vendor inquiries, gather supporting documents, and obtain oversight approvals.