Senior Contract Manager

City of New York•New York City, NY

About The Position

The Campaign Finance Board (CFB) is a nonpartisan, independent city agency dedicated to making local democracy more open, transparent, and equitable. Our mission is to empower New Yorkers to participate more meaningfully in elections by providing trustworthy information, facilitating candidate support through public matching funds, and increasing transparency in campaign finance. The Operations and Finance division supports agency-wide operations, with the Procurement & Contract Management (PCM) team specifically responsible for managing the lifecycle of contracts and procurements for goods and services. PCM ensures compliance with all applicable laws and regulations, including the Charter of the City of New York, Procurement Policy Board Rules, and New York City Comptroller’s Directives. This role is embedded within the divisions supported, requiring a deep understanding of their work and operational needs. The selected candidate will focus on managing technology contracts throughout their full lifecycle, from procurement to closeout, supporting the agency's modernization efforts. While technology contracts are primary, the role also involves managing non-technology procurements such as professional services and operational support contracts, demanding equal diligence and compliance. This is a senior-level position for a procurement professional ready to operate independently, lead complex solicitations, and act as a trusted advisor.

Requirements

Minimum of three years of city government contract management experience.
Knowledge of New York City Procurement Policy Board (PPB) Rules, Comptroller Directives, and other federal, state, and local laws.
Knowledge of City’s procurement systems including Financial Management System (FMS), Procurement and Sourcing Solution Portal (PASSPort) & DCAS OCP (Office Citywide Procurement) platforms.
Knowledge of the City’s Minority/Women-owned Business Enterprise (MWBE) programs.
Knowledge of City’s standing operating procedures/best practice with contract management.
Familiarity with technology procurement frameworks, including the structure of IT goods and services contracts, SaaS and software licensing agreements, and NYC OTI/DOITT procurement coordination requirements.
Proficiency in conducting FMS 3 procurement & budget inquiries.
Able to navigate PASSPort and conduct research related to contracts, budget, etc.
Intermediate to advanced Microsoft Excel skills with the ability to set up new spreadsheets for tracking purposes and able to combine other reports into pivot or other reporting forms.
Proficiency in managing complex contract processes and lifecycles, ensuring thorough documentation, and incorporating feedback from multiple internal and external stakeholders in a collaborative and fast-paced environment.
Excellent verbal and written communication skills, including the ability to distill complex information and reach different audiences through a variety of communication mediums.
Ability to draft, review, and refine procurement solicitations, including RFPs, RFQs, and scopes of work, with a focus on technology goods and services.
Ability to analyze contract spend data, develop burn rate projections, and produce budget forecasting matrices that support division planning and fiscal accountability.
Attention to detail, particularly with regards to reviewing contracts and editing scope of work and managing spreadsheets and trackers.
The ability to independently manage and oversee contracts and adherence to project deadlines.
Strong organizational and operational skills with the ability to plan and execute regularly scheduled tasks with little to no oversight.
Ability to see problems ahead and offer solutions or different venues to assist program with their operations.
Ability to engage comfortably with technical stakeholders and translate technology requirements, system specifications, and engineering concepts into clear and defensible procurement language.
Team Player with a positive attitude and respectful ability to collaborate on assignments.

Nice To Haves

Experience working with contracts that have an excess value of $1M.
Proficiency in SQL or Power BI for contract data analysis and reporting.
Familiarity with NYC OTI guidance or agency IT procurement processes.
Experience procuring professional services or development resources in support of technology modernization, re-platforming, or stack migration efforts.
Comfort working on technology staffing or professional services contracts, including staff augmentation, technical consulting, and hybrid engagement arrangements.

Responsibilities

Lead procurement actions for CFB divisions and their external partners, including sole-source procurements, Memoranda of Understanding (MOUs), small purchase solicitations, and large competitive bids and procurements.
Manage the preparation, review, and processing of purchase requisitions and procurement documents, including contracts, recommendations for award, amendments, extensions, renewals, and selection reports, for both technology and non-technology goods and services, ensuring accuracy, completeness, and alignment with program needs, budget parameters, and applicable specifications.
Evaluate technology vendor proposals, including review of pricing structures, SaaS licensing terms, software maintenance agreements, and technical specifications in coordination with relevant program divisions.
Partner with the Strategy, Products and Innovation (SPI) division, including its Technology department and Products team, program staff, and operational divisions to develop and refine scopes of work for both technology and non-technology contracts, ensuring procurement documents accurately capture system requirements, deliverables, and performance expectations, with measurable outcomes that align to program and agency needs.
Lead the preparation of technology-related solicitations, including Requests for Proposals (RFPs) and Requests for Quotations (RFQs), ensuring that scopes of work accurately reflect technical requirements and align with agency operational needs.
Drive procurement activities related to the agency's technology modernization initiative, including solicitations for software development services, technical consulting, and platform migration support.
Oversee the full lifecycle management of both technology and non-technology contracts, including scope development, vendor selection, contract negotiations, execution, budget summaries, performance monitoring, payment processing, and closeout.
Manage the procurement and contract management of professional services, operational, and administrative contracts for CFB divisions, ensuring compliance with applicable PPB Rules, Comptroller Directives, and agency policies.
Conduct market research by examining relevant publications, samples, pricing trends, and trade practices to inform scope development and ensure competitive and well-grounded procurement decisions.
Work with divisions to establish contract burn rates and spend matrices for planning and forecasting purposes.
Utilize FMS and PASSPort to process procurement actions, conduct budget and contract inquiries, and maintain accurate and up-to-date procurement records across all active contracts.
Prepare and submit mandated contract performance reports to the ACCO’s Office.
Ensure vendors are in compliance with the local, state, and federal regulatory requirements for proper audit reporting and other forms of reporting.
Proactively identify and escalate issues that negatively impact the procurement process or the timely registration of contracts and other procurement actions.
Partner with CFB divisions to provide expert guidance on contract disputes, missing deliverables, and payment delays, driving timely and compliant resolution.
Serve as a procurement resource to CFB program divisions, providing customer service-oriented guidance and attending division meetings to advise on active and upcoming procurements.
Develop and maintain a comprehensive procurement tracker providing program divisions with real-time visibility into current and expiring procurements, contract status, timelines, and budget information.
Coordinate and respond to contract inquiries from OMB, the Comptroller's Office, ACCO's Office, and other oversight entities.
Manage the creation and monitoring of the LL63 MOCS Annual Plan report to ensure timely contract registrations and compliance with Local Law reporting requirements.
Monitor and report on MWBE utilization goals across CFB's active contract portfolio, coordinating with the agency's M/WBE Officer to ensure compliance and support agency-wide diversity and inclusion procurement objectives.
Assist with other related projects as needed.