Procurement Analyst for the Division of Human Resources

About the Agency:

The New York City Department of Housing Preservation Development (HPD) promotes quality and affordability in the city's housing, and diversity and strength in the city’s 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 10-year planned investment in housing to $22 billion the largest in the city’s history. This investment, coupled with a commitment to reduce administrative and regulatory barriers, is a multi-pronged strategy to tackle New York City’s 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.
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Your Team:

The Office of Finance and Administration (OFA) leads the agency’s effort with the planning and management of the agency's resources and advises the Commissioner and senior team on how to improve efficiency and allocate funding to carry out HPD's mission.

The Office of Finance and Administration is composed of 5 divisions:

• Division of Budget
• Division of Capital Planning
• Division of Fiscal Affairs
• Division of Human Resources
• Division of General Services

The Division of Human Resources is responsible for administrating agency wide actions, including but not limited to, talent acquisition, civil service, benefits, employee relations, procurement, training and development, workforce and strategy, timekeeping and payroll.

Your Impact:

As the Procurement Analyst for the Division of Human Resources, you will be reporting directly to the Director of Procurement for the Division of Human Resources. Under direction, with wide latitude for independent initiative, judgment and decision-making, manage payment, procurement, contract and administrative actions ensuring projects within the procurement unit are running effectively and efficiently.

Your Role:

Your role will be to provide high level support to the Director of Procurement during pre-registration and post registration of contracts. The Procurement Analyst will be working closely with other program areas within HPD as well as vendors and other stakeholders to ensure the smooth workflow of our agency wide contracts and its operations.

Your Responsibilities:

• Assist in managing all agency wide contracts, ensuring efficient execution and alignment with agency goals. This includes Temporary Staff, Advertisement, Document Translation, Telephonic Translation and In-Person Interpretation.
• Assist with monitoring budget codes, funding allocation, and financial forecasting to help maintain control over budgets and ensure expenditures align with agency targets, supporting corrective actions as needed.
• Help implement and maintain operating procedures for contracts, including but not limited to, onboarding and payrolling temporary staff, payments to vendors for services, issue resolutions, and collaborating with training to ensure the agency understands how to properly utilize and implement these services.
• Review and assist with the timely processing of invoices within a 30-day timeframe to avoid delays, ensuring compliance with HR and Fiscal department requirements.
• Assist in overseeing Purchase Orders and procurements of supplies, promotional items, and essential services for Human Resources.
• Collaborating with fiscal, budget and ACCO’s office to help track and ensure an efficient workflow of payments and contracts.
• Processing payment packages to the fiscal unit for purchases.
• Support stakeholders by providing basic guidance on procurement rules and regulations, ensuring compliance with legal standards and aiding in risk mitigation during audits or potential legal challenges.
• Help organize and monitor fiscal payment reports and documents, including but not limited to, Aged Open Reports, GS1s, Refreshment Forms, Mods, and Invoices, to ensure proper documentation and oversight.
• Outlining and constructing policies for the agency regarding agency wide contracts.
• Perform other duties and special assignments as assigned.

Preferred skills

• Knowledge of the procurement/contracting process and New York City Procurement Policy Board (PPB) rules.
• Strong communication and collaboration.
• Attention to detail and working with numbers.
• Strong writing and administrative skills.
• Knowledge in Citywide systems such as FMS, Passport and CityTime.

COMMUNITY COORDINATOR - 56058