Lease Payment Liaison

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $72,876.00 - $78,590.00

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF ADMINISTRATIVE COMMUNITY RELATIONS SPECIALIST.

THIS POSITION IS ONLY OPEN TO INTERNAL ACS APPLICANTS.

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.

The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance, real estate, design, construction management, facilities and custodial services, occupational safety and health, operational support, security, transportation, and print production.

The Office of Real Estate, Design, and Construction, Facilities Management (RED CFM) provides a functional and safe work environment for all ACS staff. RED CFM is responsible for the design and construction management projects of all ACS locations, which include over 43 administrative offices throughout the five boroughs, and the Nicholas Scoppetta Children’s Center (NSCC). RED CFM also ensures adequate and safe working environments for staff and clients at ACS administrative offices, the juvenile facilities and the NSCC, and utilizes the Trades Shop to complete work requests by all ACS divisions.

Key responsibilities include:

Preparation of Lease Registration Documents.

• Compile documents necessary for preparation of a lease registration package, which may either be a license, TNH (tenant not holdover), or new lease agreement.
• Understand the components required for preparation of a lease registration package such as: start date; end date; contract length; rental terms; if retroactive payments are mandated; operating expense terms, construction costs, substantial completion dates any other miscellaneous items that are required in the creation of a lease package.
• Prepare and review with the director of lease management letters and spreadsheets according to the type of lease package which may or may not include the following: Closeout Letter; Explanation of Funds Letter; Revised Increase to the Contract Maximum Letter; Budget Spreadsheet detailing cost breakdown and fiscal year breakdown for each item required by the contract such as rent, real estate taxes, water and sewer charges, operating expenses, labor costs, etc. In certain instances, additional spreadsheets are required if there is a retroactive payment to be made; CS-900 pdf document; Advice of Award (A.o.A), closeout letter, etc.
• Copies of the documents are forwarded to the Budget Review Analyst Team for their review and corrections are made by the Budget Team if necessary.
  
  

Research/Identify Funding in the Financial Management System (FMS).

• Identify the appropriate budget codes if the contracts contain sufficient funding to process current and prior lease payments.
• Identify contract start dates and end dates.
• Identify the amount of funds available in an existing or new contract required to complete a lease management transaction.
• Prepare and review with the director of lease management and send all required documents of the lease registration package to Procurement who in turn delivers the package with their AoA (Advice of Award) document to DCAS who in turn delivers it to the Comptroller’s Office for their final review.
  
  

Research Several Payment Related Platforms/ Programs.

• Log onto the Department of Environmental Protection’s (DEP)website to obtain bills related to Water & Sewer charges; ensure payments are up to date.
• Log onto the Department of Finance’s (DOF) website to obtain bills related to Real Estate Taxes; ensure payments are up to date.
• Use AIPTM (Advanced Invoice Payment Tracking Module) to both log invoices as well as to track their statuses such as which items were already paid, or are currently pending, etc.
  
  

Preparation of Spreadsheets.

• Detail budget and cost breakdown to ascertain what amount of funding is required for all twenty-two (22) lease contracts currently under ACS’s jurisdiction.
• Itemize each item within a lease contract to determine the amount due per fiscal year, for example, quarterly, semi-annual, or annual payments.
• Review several programs simultaneously (such as AIPTM, FMS, ACDNET,DEP, etc.) to assist with preparation of the spreadsheet.
• Analyze annual cost basis spreadsheets to determine the total funding required for each fiscal year for all twenty-two contracts.
• Create projections for the Budget Review Team based on current and previous data to accurately estimate the amount of funding that will be required per fiscal year for all twenty-two contracts.
• Create a list of outstanding bill payments per contract to assist the Budget Review Team within the Division of Finance in their fiscal year calculations.
  
  

Communication within ACS (Budget, Payments and Procurement) and respective Landlords.

• Review all of the above with the Director of Lease Management and obtain his approvals prior to forwarding information/documents within ACS and to other City Agencies.
• Prepare responses to questions presented by the Comptroller’s Office in regard to assuring the lease registration package.
• Maintain a rapport with the Comptroller’s Office, Division of Finance, Office of General Counsel, Division of Procurement and DCAS.
• Field questions from any entity previously mentioned regarding lease registration.
• Follow up in relation to the status of a lease registration package once it has left lease management unit to ensure a smooth completion of the registration.
• Maintain email and telephone correspondence with landlords to keep them apprised of the status of payments made to them and an estimated timeline of when their lease/tnh package could be registered with the Comptroller’s Office.
• Retrieve bills/invoices and other attachments from landlords to be reviewed and once the accuracy is ensured submitted to the Fiscal Payment Unit for processing.
• Submit documents to DCAS to conduct their audit on paid operating expense escalations for multiple calendar years.
  
  

ADDITIONAL INFORMATION:

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

TO APPLY:

• Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 703410.
• NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.
• NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.
  
  

ADMIN COMMUNITY RELATIONS SPEC - 1002F

Minimum Qualifications

• A baccalaureate degree from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U. S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA) and four years of satisfactory, full-time community liaison, community organization or community relations experience, at least two years of which must have been in a broad administrative or policy-making capacity with responsibility for planning, organizing, coordinating, developing, evaluating and/or administering a large community service program or activity; or
• A four-year high school diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization and eight years of satisfactory, full-time experience as described in "1" above, at least two years of which must have been in a broad administrative or policy-making capacity with responsibilities as described in "1" above; or
• Education and/or experience equivalent to "1" or "2" above. Undergraduate education above the high school level may be substituted for the community liaison, community organization or community relations experience, but not for the two years of broad administrative or policy-making experience described in "1" above, at the rate of 30 semester credits from an accredited college or university (as described above) for each year of experience, up to a maximum of 4 years. Graduate education beyond the baccalaureate degree may be substituted for the community liaison, community organization or community relations experience, but not for the two years of broad administrative or policy-making experience described in "1" above, on the basis of 30 graduate credits from an accredited college or university (as described above) for each year of experience, up to a maximum of 2 years. However, all candidates must possess a four-year high school diploma or its educational
  
  

equivalent approved by a State’s Department of Education or a recognized accrediting organization and two years of full-time experience in a broad administrative or policy-making capacity with responsibilities as described in "1" above.

55a Program

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.

Public Service Loan Forgiveness

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/.

Residency Requirement

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.

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.