Director OF Procurement Implementation Division/ HUMAN SERVI

Administrative Procurement Analyst NM-II

You must be permanent in the Administrative Procurement Analyst title, be permanent in a comparable title eligible for 6.1.9 title change or be immediately reachable on Exam No. 3107. The Office of Contracts (OC) within the Department of Social Services is under the direction of the General Counsel. The Office of Contracts headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. OC ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists DSS program areas by supporting their procurement efforts and by providing technical assistance and training as needed. OC fulfills its goals and the Agency's mission by functioning as a central liaison between the Agency's program areas which monitor and evaluate the services provided by the vendors and the various City oversight offices, i.e., MOCS, OMB, and the City's Comptroller, charged with registering the Agency contracts. The Procurement Implementation Division/ Human Services (PID/HS) is comprised of three (3) subdivisions that follow the Agency's organization of Program Areas and the need for supplementation operations. These three (3) subdivisions are PID/ HS – Human Resource Administration (HRA), PID/ HS – Department of Homeless Services (DHS), and the Operations Support Unit. Under the direction of the Deputy Agency Chief Contracting Officer (DACCO) of the Procurement Implementation Division/ Human Services (PID/ HS), with considerable latitude for independent initiative and decision making, the Director of Procurement Implementation Division/ Human Service/ Department of Homeless Services (PID/ HS/ DHS) plans, manages and coordinates the activities of the procurement portfolio for the Department of Homeless Services. The Director has overall management responsibility for the supervision of procurement professionals and analytical staff engaged in the procurement review; development, monitoring and tracking of contracts for various services; and background research analysis of human services contract packages to ensure compliance with agency rules, regulations, guidelines, and procedures.

The Office of the General Counsel/ Office of Contracts is recruiting for one (1) Administrative Procurement Analyst NM-II to function as the Director of Procurement Implementation Division/ Human Services (PID/ HS) who will:

• Direct, coordinate and manage the workflow and activities of procurement professional and analytical staff responsible for the preparation and processing of all transactions in the procurement portfolio for Program Areas under the Department of Homeless Services, such as Families with Children Services, Single Adults Shelter Services and Adult Family Services.
• Conduct the final review and audit of contract packages for registration by the Office of the Comptroller. Ensure adherence to mandated regulations and activities, including Public Hearings and public notices per prescribed deadlines for each transaction. Ensure the inclusion of mandated documentation for compliance with fiscal policies and procedures per the Procurement Policy Board (PPB) rules and Local Law regulations as well as agency guidelines and procedures
• Manage the review and preparation of appropriate and timely written responses to inquiries regarding the status of contract packages that are pending submission or have been submitted to the Comptroller's Office for registration. These inquiries may be received from various oversight agencies such as the Mayor's Office of Contract Services (MOCS), the Office of Management and Budget (OMB), the Office of Budget Administration (OBA) and DSS/ HRA program areas. Liaise with the appropriate entity to obtain and include any additionally required or further substantiating information as requested by the Comptroller's Office.
• Interface with DSS-HRA's program areas during the contracting process, providing procedural and technical support and assistance in the preparation, review, and completion of all procurement packages. Provide technical expertise and makes recommendations for training in areas under the jurisdiction of the Office of Contracts.
• Prepare confidential and intricate reports for the Agency Chief Contracting Officer (ACCO) and Senior Deputy Agency Chief Contracting Officer (Senior DACCO). These reports typically identify statistical groupings or deficiencies, status updates, and processing progression details and immediate status.
• Advise program area staff on agency procurement policy and procedure, legal requirements and complex contracting actions, in order to ensure compliance with agency procedures and to facilitate the timely delivery of contracted services
• Advise potential contractors on citywide charters, policy, procedure, and mandates, during the development stages of procurement actions; provides clarification of legal terms and conditions of contracts to vendors, as needed.
• Coordinate and provide Agency contract staff with training in Agency contract policies and procedures, as well as in federal/ state/ city regulations governing programs, specific to new contract award services
• Represent the Office of Contracts at meetings within and outside the Agency. Serve as the adjunct liaison for the Office of Contracts with various stakeholders, including agency leadership, program areas, and oversight agencies such as the MOCS, New York City Department of Finance and the Department of Investigations (DOI), providing relevant information on the status of procurement actions, to ensure contract recommendations for awards adhere to PPB policy.
• Advise and assist the DACCO on updates and revision to rules, regulations, legislations, and charter guidelines such as PPB, Federal and State Local Laws, and City Charter. Ensures the office contracting practices and operations are in compliance with these updates.
• Conduct complex reviews and audits in order to monitor, assess, and improve the unit's performance.
• Perform any other related assignments as needed by the ACCO, Senior DACCO, or DACCO.

Hours/Schedule: 9am – 5pm with flex

Minimum Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or 2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above. Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Preferred Skills

• Managerial skills, which allows the ability to delegate responsibility.
• Capability to work under pressure with restrictive deadlines, in a fast-paced environment, with the ability to elicit the same from subordinate staff.
• Superior analytical abilities and research skills.
• Knowledge of the Procurement and Sourcing Solutions Portal (PASSPort) Procurement Policy Board (PPB) Rules and the NYC Charter as it relates to the oversight approval process.
• Strong interpersonal skills which allow for effective direct communications with DHS officials, Agency staff, and oversight agencies to which the office relates.
• Problem anticipation, prevention, and resolution.
• Excellent writing and computer skills.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.