Job Information
City of New York CONTRACT & PROCUREMENT COORDINATOR in New York, New York
Job Description
OPEN TO CURRENT PERMANENT PROCUREMENT ANALYSTS, THOSE WHO ARE REACHABLE ON THE CIVIL SERVICE LIST, EXAM # 0196, AND OTHER PERMANENT COMPARABLE CIVIL SERVICE TITLES SUCH AS PRINCIPAL ADMINISTRATIVE ASSOCIATE III, AND ASSOCIATE CONTRACT SPECIALIST
Job Description:
The Commission on Human Rights (CCHR) is seeking to fill its Contract and Procurement Manager position who will be responsible for providing fiscal and operational support to the office of Budget and Procurement.
About The Agency:
The Commission on Human Rights (the Commission) is the agency charged with enforcing the New York City Human Rights Law (NYCHRL) – one of the most expansive civil rights laws in the nation. Through its Law Enforcement Bureau (LEB), the Commission accepts claims filed by the public, and has the power to initiate its own investigations to affirmatively root out discrimination, harassment, retaliation, and other violations of the NYCHRL. The Commission’s Community Relations Bureau (CRB) is empowered to take action against prejudice, intolerance, bigotry, discrimination and bias-related violence or harassment through education, trainings, outreach efforts, and other mechanisms aimed at creating partnerships and relationships with stakeholders in the community.
Specific Responsibilities:
Reporting directly to the Executive Director of Finance and Chief Contracting Diversity Officer, the Procurement and Contract Coordinator will be responsible for the following:
Perform sourcing, liaising, and negotiating with new and existing vendors to improve and streamline office functionality. Manage all aspects of the PASSPort contracting process from inception to registration with the Comptroller’s Office. Ensure the timely processing and registration of contract awards.
Track, compile and reconcile performance data on PASSPort purchasing and payments and ensuring supporting documentation is submitted, and funding is available and encumbered. Confer with and advise management of critical issues in a timely manner and provide suggested solutions related to procurement and contract management.
Manage the unit email inbox to ensure invoices are received, distributed, and processed. Maintain internal files (both hardcopy and digital) related to vendors, contracts and procurements.
Create, maintain, and update templates, training materials, tracking systems or other documents to be used as a resource for internal and external stakeholders.
Facilitate procurement presentations and trainings on programs, policies and compliance internally and for vendors.
Assist in the development and implementation of policies and procedures to improve unit workflow. Facilitate agency audits and Year End Compliance reporting.
Perform technical budget activities including budget modifications, journal entries, monthly variance reports, quarterly spending plans and other technical budget functions in FMS.
Assist in the creation and processing of purchase orders, encumbrances, invoice payments and credit card review to ensure contract obligations coincide with funding allocations and budget structures.
Utilize the necessary systems to facilitate job responsibilities including but not limited to FMS (Financial Management System), PASSPort, DMSS, and the Commission’s internal systems, etc.
Perform all other projects as instructed by the Executive Director of Finance and Chief Contracting Diversity Officer or leadership.
Qualifications
A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” above; or
A combination of education and/or experience equivalent to “1”, “2”, or “3” above. College education may be substituted for professional experience under “2” or “3” above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above.
SPECIAL NOTES:
To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "1" above.
To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.
Additional Information
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.