Contract Management Analyst

Job Description

With an overarching mission to eliminate ageism and ensure the dignity and quality of life of approximately 1.8 million older New Yorkers, the NYC Department for the Aging is deeply committed to helping older adults age in their homes and creating a community-care approach that reflects a model age-inclusive city.

The Office of Procurement ("OoP") plays a crucial role in facilitating the acquisition of services and goods through a range of procurement methods, including micro purchases, small purchases, and Request for Proposals. OoP works closely with the relevant units of the Department for the Aging (NYC Aging), as well as important partners such as the Mayor's Office of Contract Services, the Office of Management and Budget, and the Comptroller's Office, to ensure efficient and effective contract actions. By maintaining strong collaborations, OoP strives to streamline the process, achieve timely and successful contract registrations and help the NYC Aging continue providing the vital services to Older Adults of the City of New York.

This position is critical to the NYC Aging commitment to execute and register contracts within the most efficient and effective timeline.

NYC Aging seeks a strong candidate who possess sociable with strong people skills with expertise in Microsoft Excel with strong organization skills. Under supervision, with latitude for independent work, the selected candidate will perform the following Procurement duties for the Department for the Aging (NYC Aging) which provides essential community services to the older adults of NYC:

Management of Procurement Actions & Solicitations
- Maintain familiarity with NYC Aging programs and their contract life cycles.
- Support procurement actions such as Request for Proposals (RFPs), Negotiated Acquisitions, and Small Purchases, ensuring timely and accurate execution.
- Collaborate effectively with internal departments to draft and edit solicitation documents in compliance with NYC Procurement Policy Board guidelines and secure the necessary approvals and support from the Mayor’s Office of Contract Services (MOCS).
- Manage all tasks related to solicitations from release to closing including reviewing proposals for compliance, attending meetings, reporting on progress and timelines, and facilitating pre-proposal conferences.
- Provide administrative and logistical support to evaluation committees and maintain an Excel tracker of evaluator progress.
- Provide professional and timely responses to stakeholder and proposer inquiries as well as facilitate debriefing meetings for proposers post-award selection.

Management of Contract Performance Evaluations
- Ensure all contracts over $100,000 are set up for Performance Evaluations (PE) in PASSPort, liaising with MOCS and maintaining an Excel tracker throughout the PE process.
- Communicate with NYC Aging Program and Fiscal staff to assign PE evaluators, determine PE scorecard weights, provide technical assistance, and ensure resolution of any PE disputes from contractors.
- Follow-up with PE evaluators to investigate PE outcomes and contractor progress in response to inquiries from other NYC Agencies.

Vetting of Vendors
- Maintain an Excel tracker of all purchase and subcontract requests and notify the ACCO when requests are ready for approval.
- Ensure vendors and subcontractors have a finalized PASSPort account, have the necessary compliances, and are free from outstanding liens or warrants, conducting outreach to the vendor when needed.

ADM PROC ANAL-NM FRM M1-3 - 8297A

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.

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.