Only those applicants with permanent civil service status as an Administrative Procurement Analyst (NM) are eligible to apply to this job posting, otherwise you will not be considered for an interview. On your cover letter, please state that you are a permanent Administrative Procurement Analyst (NM).
The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.
The Division of Facilities Management and Construction Services (FMC) Unit is responsible for the construction, rehabilitation, and maintenance of all DEP facilities, including both leased and City-owned space.
The Contract Manager will be responsible for performing professional work of varying degrees of difficulty in the management of construction related contracts; maintenance of the division’s inventory of supplies and equipment; ensuring contract processing and payments are processed in a timely manner to avoid any disruptions in services. The Contract Manager will be responsible to ensure that all procurements are managed in accordance with the Procurement Policy Board Rules (PPB) and other applicable rules, regulations, and policies while meeting Agency operational and other needs.
Main tasks/ critical duties:

• Assign and close out completed work orders for the agency’s leased facilities into the Information Public Sector (IPS) system. Coordinate with Trades' Supervisor to determine what actions are necessary for the completion of projects performed within leased facilities; maintain record keeping of contract related work orders. Address any questions concerning work orders to facilitate the completion of projects.

• Prepare Local Law 63 (LL63) annual agency plan worksheet for contracts; attend bi-weekly Pre-award and Bid ACCO meetings concerning contracts.

• Oversee the processing of Noncompetitive Small Purchase Contract (NCSP) and requirement contract submissions to the Bureau of legal Affairs (BLA) and Agency Chief Contracting Office (ACCO). Prepare Pre-Solicitation Review (PSR), contract specifications and Schedule A in preparation of submitting contracts to go out to bid in compliance with Bureau of Legal Affairs and the Agency Chief Contracting Office.

• Utilize the Citywide Financial Management System (FMS) and PASSPort to plan and track funding on construction related contracts; request funding from bureau designees prior to work commencing of projects to ensure availability of funding; ensure payments are processed after completion of projects.

• Manage the processing of paperwork submissions to ensure requirement contracts and small purchase contracts payments are processed in a timely manner; monitor Insurance verification to ensure that insurance is valid; prepare Minority Women owned Business Enterprise (MWBE) close out memo from ACCO to initiate final payment under contracts.

• Liaise with the bureaus in obtaining certificates of Subcontractor to the comptroller or financial officer of the city of New York MWBE issues; interaction to ensure compliance, including verification of payment to the Subcontractor’s form.

• Approve contractor requests for payment in accordance with prompt payment rules; ensure that payments are made only for satisfactorily completed work; analyze all documents submitted for review to be included in payment preparation and submission.

• Liaise with Contractors to ensure compliance with plans, specifications, and all required codes. Resolve and prevent contract disputes; approve material; document job progress, issue field memoranda, authorize work order scopes, review Contractor's request for time extensions, issue change orders as needed.

• Monitor contract maximum dollar amounts and term limits; request funding increases and time extensions in order to maintain critical services to the agency when needed.

• Maintain record keeping of contract related work (work orders issued, invoices received, and payments submitted)

• Prepare detailed payment analysis for mid to senior level management for various bureaus within the agency; request funding as required for expense and capital contracts.

• Oversees work performed by clerical staff.

This position reports to the Director of Construction Services Unit.
Must possess the following:

• Ability to write, review and edit reports.
• Ability to communicate information and ideas effectively; as well as the ability to listen and understand information and ideas presented.
• Ability to collect and analyze relevant data on spreadsheets.
• Excellent organizational skills and the ability to manage multiple priorities.
• Supervisory experience