Senior Contract Manager of Neighborhood Contracts

About the Agency :

The NYC Department Housing Preservation & Development (HPD) promotes quality and affordability in the citys housing and diversity and strength in the citys neighborhoods because every New Yorker deserves a safe affordable place to live in a neighborhood they love.

We maintain building and resident safety and health

We create opportunities for New Yorkers through housing affordability

We engage New Yorkers to build and sustain neighborhood strength and diversity.

HPD is entrusted with fulfilling these objectives through the goals and strategies of Housing Our Neighbors : A Blueprint for Housing and Homelessness Mayor Adams comprehensive housing framework. To support this important work the administration has committed $5 billion in new capital funding bringing the 10year planned investment in housing to $22 billion the largest in the citys history. This investment coupled with a commitment to reduce administrative and regulatory barriers is a multipronged strategy to tackle New York Citys complex housing crisis by addressing homelessness and housing instability promoting economic stability and mobility increasing homeownership opportunities improving health and safety and increasing opportunities for equitable growth.

Your Team :

The Office of Neighborhood Strategies (ONS) is charged with ensuring that HPDs development and preservation efforts are guided by meaningful community engagement and coordinated with public investments in infrastructure and services as put forth in the Mayors Housing Plan. ONS is composed of two divisions and a crossdivisional unit reporting to the Associate Commissioner :

The Division of Neighborhood Development & Stabilization (ND&S) leads the agencys commitment to neighborhood planning and strategic preservation through engagement with tenants landlords community leaders and neighborhood stakeholders as we work to enable strong and healthy neighborhoods anchored by affordable housing.

The Division of Planning & Predevelopment (P&P) is central to developing and managing HPDs housing production pipeline from project proposal phases through the land use review and entitlement process to ensure that HPDs investments contribute to building strong healthy resilient neighborhoods in all five boroughs.

The Strategic Initiatives Unit leads special ONS initiatives and provides essential technical planning and policy support to staff and the Deputy Commissioner of Neighborhood Strategies.

Your Impact :

You will join the nineperson Neighborhood Contracts Unit in the Division of Neighborhood Development & Stabilization. You will help administer local and federal funding to procure housing preservation and stabilization services from communitybased organizations throughout New York City. Most of the contracts are for annual lineitem appropriations the City Council distributes to communitybased organizations. On average the City Council allocates 200 awards with a volume of approximately $13 million per year to communitybased organizations which is converted to 8090 contracts (many communitybased organizations receive multiple awards). Contractors provide a range of services to lowincome renters and homeowners including financial and legal counseling education tenant organizing case management and legal representation. The Neighborhood Contracts Unit processes the City Council appropriations through the Citys PASSPort system to become humanclient services contracts of fixed duration. The Unit creates the scopes of work and budgets with vendors provides ongoing programmatic and fiscal oversight and processes reimbursements. Moreover the Neighborhood Contracts Unit provides guidance and support to other teams within the Office of Neighborhood Strategies that administer procurement and contracting processes.

Your Role :

As a Senior Contract Manager on the Neighborhood Contracts Unit you will coordinate all aspects of the contracting and invoicing processes. You will coordinate with a portfolio of vendors to provide the necessary documentation to secure awards register contracts with the City Comptrollers Office and review and pay invoices in compliance with the Citys Procurement Policy Board rules. You will respond to inquiries about particular contracts create reports and communicate with other HPD Units and external partners such as the Mayors Office of Contract Services and the Mayors Office of Nonprofit Services. You will also support the Director and Deputy Director with team management tasks including providing guidance to other team members and creating efficient operational procedures. The Senior Contract Manager will report to the Director of the Neighborhood Contracts Unit.

Your Responsibilities :

Perform all contracting functions in PASSPort HHS Accelerator and the Financial Management System (FMS3

Communicating with vendors to request required documents and review submitted documents for completion

Prepare responses to contract inquiries made by vendors other HPD Units Mayors Office of Contract Services Mayors Office of Nonprofit Services Office of Management and Budget Comptrollers Office and other entities.

Provide technical assistance to vendors to facilitate appropriate oversight approvals and clearances

Ensure timely registration of contracts

Review and process payment requisitions; coordinate with vendors and HPD Fiscal to ensure accurate and timely processing of invoices

Submit and track preencumbrance and encumbrance documents in FMS3 for the discretionary and other procurement contracts for HPD Fiscal and / or Comptroller approval

Prepare review and process Financials workflow on unregistered contract actions in PASSPort

Monitor vendors compliance with the contracts and support vendors with overall program implementation

Monitor and evaluate the quality and effectiveness of vendors work in communities and prepare reports

Create and review materials to be shared with the public or senior staff such as presentations reports and memoranda

Assist the Director and Deputy Director with team management including providing guidance to other team members creating efficient operational procedures and hiring and training new staff

Your Skills & Experience :

Education and Experience : Bachelors degree and a minimum of two years of relevant work experience

SubjectMatter Expertise : Familiarity with New York Citys Procurement Policy Board rules contracting and payment processes. Experience with PASSPort and Financial Management Systems (FMS).

Project Management : Proven ability to manage projects with multiple stakeholders; to receive direction and anticipate next steps; to work independently and take initiative; and to meet deadlines. Attentive to details organized and able to follow through.

Communication : Excellent written and verbal skills

Good Judgment : Ability to analyze a situation understand when additional input is necessary resolve issues independently and escalate when appropriate. Ability to be a team player in a diverse environment

Collaborative and Creative Spirit : Excited to be part of a team to work with others to solve problems creatively and get quality work done. Ability to hear take and give feedback effectively and productively.

Understanding of Teams Mission : Knowledge of New York City government and housing issues and experience working with communitybased organizations providing housing services are a plus.

Technical Skills : Proficiency in Microsoft Office applications including Excel Outlook Teams and SharePoint.

Civil Service : The candidate selected for the Senior Contract Manager role must be permanent in the Procurement Analyst Civil Service title be on the active Procurement Analyst Civil Service list OR be permanent in another qualifying Civil Service title to be eligible for this role. Selected candidates will be asked to provide written confirmation that they currently hold a relevant permanent title or are on the Procurement Analyst Civil Service list.

Please submit a resume cover letter and proof of Civil Service eligibility with your application. Applications without cover letters will not be considered.

PROCUREMENT ANALYST 12158

Qualifications :

1. A baccalaureate degree from an accredited college and six months of satisfactory fulltime professional experience in procurement of goods services construction or constructionrelated services or professional technical or administrative experience in contract negotiation / management; or

2. An associate degree or completion of 60 semester credits from an accredited college and 18 months of satisfactory fulltime professional experience as described in 1 above; or

3. A fouryear high school diploma or its educational equivalent and two and onehalf years of satisfactory full time professional experience as described in 1 above; or

4. 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 individuals sex race color ethnicity national origin age religion disability sexual orientation veteran status gender identity or pregnancy.

Remote Work : Employment Type :

Fulltime

Key Skills

Facilities Management,ADMA,Heavy Bus Driving,AXA,Building Services,Courier Delivery

Experience : years

Vacancy : 1

Salary : $13