Senior Contract Associate

Job Description

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE ADMINISTRATIVE MANAGER CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.

Division/Program Summary:
Finance has central responsibility and authority for policy analysis, program development, performance tracking and improvement, financial management, resource maximization and technical assistance. Finance helps to ensure that programs and administrative operations have the information, analysis, funding, and technical capacity to deliver critical services effectively and meet DOHMH's objectives.

Finance Administration is the point of contact between the Fund for Public Health in New York (FPHNY), DOHMH programs, and other City Agencies seeking to leverage FPHNY for critical public health initiatives, pilot projects, and other urgent needs.

Position Summary:
Reporting to the Assistant Director of Agency-wide contracts/Finance Administration, the Senior Contract Associate is responsible for managing a portfolio of projects under agency-wide contracts between DOHMH and the Fund for Public Health in New York (FPHNYC.) This position serves as the administrative point of contact for proposal review, approvals, and implementation. The Senior Contract Associate reviews all requests for appropriateness and ensure that projects are following established DOHMH and FPHNY administrative and financial policies and procedures.

Job Duties and Responsibilities:
o Review and track Grant and City Tax Levy (CTL) funded projects administered through the Fund for Public Health (FPHNY), including reviewing budgets, monitoring expenditures, maintaining supporting documentation, reporting, and processing project amendments.
o Serve as the Finance Administration point of contact for project requests and monitor all project-related activities including amendments, encumbrances, and payments to reimburse FPHNY.
o Work in collaboration with FPHNY, DOHMH programs and Finance units to resolve issues affecting project implementation, including subcontract approval, timely reimbursement to FPHNY for project-related expenditures, and development of policies and procedures.
o Advise program partners on managing project funds including reviewing DOHMH payment reports to ensure appropriate spending, analyzing, and revising budgets and processing amendments, as required.
o Work with FPHNY and DOHMH programs to process advances based on projected project cost to ensure cashflow to support critical project activities. Work with FPHNY and DOHMH Finance throughout the year to process Advance Recoupments based on actual expenditures.
o Assist in developing policies and procedures for the smooth operation of project intake, processing, and closeout procedures.
o Work with FPHNY to review Accounts Receivable reports and reconcile against DOHMH payment reports, working with DOHMH to ensure accurate submission of Fiscal Year accruals.
o Manage lifecycle of contracts to ensure that contract Maximum Reimbursable Amounts allow for continued project approvals and that potential issues are flagged for Finance and FPHNY leadership.
o Provide feedback and recommendations to senior level FPHNY and FIN staff regarding project requests.
o Collaborate with multiple units and staff from other bureaus across the Agency to project expenses and ensure that expenses are charged to appropriate funding.
o Develop effective spreadsheets to report, compare, and analyze budget numbers, payment request reports and advance recoupment reports.
o Assist in the development and implementation of new policies.
o Work on ad-hoc projects as needed.


Why you should work for us:

- Benefits: City employees are entitled to unmatched benefits such as:
o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
o a public sector defined benefit pension plan with steady monthly payments in retirement.
o a tax-deferred savings program and
o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
- Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
- Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

Commitment to Equity:

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.

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C

Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
3. A four-year high school diploma or its educational equivalent and six years of
satisfactory, full-time progressively responsible experience as described in "1"
above, 18 months of which must have been in an administrative, managerial,
executive or supervisory capacity. The supervisory work must have been in the
supervision of staff performing clerical/administrative work of more than
moderate difficulty; or
4. Education and/or experience equivalent to "1", "2" or "3" above. However, all
candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above
the high school level may be substituted for the general clerical/administrative
experience (but not for the administrative, managerial, executive or supervisory
experience described in "1", "2" or "3" above) at a rate of 30 semester credits
from an accredited college for 6 months of experience up to a maximum of 3½
years.

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.