Job Title

Job Description THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $100,000.00 - $110,000.00 THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PROCUREMENT ANALYST. The Administration for Childrenu2019s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community support. 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. This position is within the Financial and Contracts Administration Unit of the Office of the Chief Operating Officer (COO). The Office of the COO provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division, factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $85M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services. We are seeking an outstanding candidate to serve as the Director of Financial and Quality Control Subunit (FQC) within the Financial and Contracts Administration Unit of the Office of the COO. The ideal candidate should have a solid quantitative, analytical, and project management background. Reporting to the Deputy Executive Director for Financial and Contract Administration, the incumbent will serve as a facilitator for all initiatives and projects within the Division of Administration and work collaboratively with operational units within the division. The incumbent will have oversight responsibility over the activities of the unit, including ensuring the continuous operational flow of travel arrangements, procurement card (P-Card) purchases, and contract-related financial requests through key systems like PASSPort and AIPTM. This position is an integral member of the leadership team for the Division of Administration. Key responsibilities include: The FQC functions as an efficiency support team for all Contract Managers within the Office of the COO, under the Division of Administration. The Coordinator will ensure the timely processing, approval, and tracking of all related activities within the designated financial systems. - Agency Travel Coordination: Supporting all travel arrangements, including child welfare case-related and executive travel, by liaising with internal requesters, the ACS Commissioneru2019s Office, the Mayoru2019s Office, DCAS, and external travel agencies. - P-Card Program Management: Coordinating all Divisional P-Card purchases by securing necessary approvals and ensuring strict compliance with all governing policies before transaction execution, in collaboration with requesters, the ACS P-Card Administrator, and DCAS. - Contract & Invoice Support: Assisting the Division's contract management staff by initiating and reconciling requests for goods and services and facilitating invoice payments in PASSPort and AIPTM, which requires coordination with stakeholders across the Division and other ACS Divisions. - Supervision: Defining and planning the execution and completion of the unit's assignments using the appropriate tools for documentation, communication, tracking and reporting on activities, status and risks. Developing and overseeing reporting tools and dashboards to improve workload tracking and planning and directing workload according to best practice management and benchmarking. Overseeing the creation and maintenance of the unit's standard written procedures, including best practices to train staff to expand, improve and maintain quality service delivery for all stakeholders. Routine tasks include the following: - Travel Request Management: Manage the submission of travel requests by thoroughly reviewing supporting forms and court orders to ensure strict adherence to agency guidelines. This role includes proactive coordination with all relevant stakeholders to guarantee the receipt of complete and accurate documentation before processing. - Approval Workflow Management: Manage the approval workflow by coordinating with stakeholders to collect, verify, and file all required authorization signatures and forms in accordance with policy. - Court-Ordered Accommodations Management: Manage the coordination with all relevant parties to ensure case-related travel requests fulfill all accommodations stipulated by the Court Order. All communication with requesters and stakeholders will be conducted with the utmost courtesy and professionalism. - Travel Logistics & Compliance Management: Manage the coordination with designated travel agencies to reserve all necessary transportation (air, rail, automotive, bus) and accommodations for both executive and case-related travel. This includes ensuring full compliance with all relevant regulations, particularly NYC Comptrolleru2019s Directive #6 on Travel, Meals, Lodging, and Related Expenses. - Policy Compliance Management: Proactively manage liaising with key governmental partners, such as the NYC Mayor's Office (City Hall), to monitor, interpret, and ensure the agency's adherence to all updated executive travel guidelines and directives. Schedule and conduct necessary follow-up meetings, either virtually or in-person, to align procedures and resolve any compliance queries. - Client Inquiry & Feedback Management: Systematically manage the evaluation and response to all client inquiries and feedback regarding travel accommodations. This involves a thorough review of travel records, reports, and relevant policies to ensure accurate, compliant, and satisfactory resolutions. - Training & Development Management: Manage the development and delivery of training sessions (both virtual and in-person) to Child Protection leadership on agency travel procedures. The goal is to ensure the timely, accurate, and fully compliant submission of all travel requests and supporting documentation. - Data Analysis & Reporting Management: Manage the preparation of detailed spreadsheets and analytical reports for all case-related and executive travel. These reports will analyze borough-based usage, identify spending trends, and provide data-driven forecasts to support contract funding decisions and budgetary planning. - Process Improvement & Optimization Management: Manage the analysis of current workflows and make strategic recommendations to streamline the PASSPort and AIPTM invoice submission process. The goal is to enhance efficiency and ensure the consistent tracking and payment of all invoices within the mandated 30-day timeframe. - P-Card Compliance & Reconciliation Management: Manage comprehensive monthly reviews of all divisional procurement card (P-Card) purchases to ensure strict adherence to NYC Procurement Policy Board (PPB) Rules. This includes proactively liaising with cardholders and stakeholders to collect, verify, and file any missing or incomplete documentation required for audit and compliance purposes. - Stakeholder Communication Management: Manage prompt and professional response to all inquiries from vendors, contractors, program staff, and other stakeholders. All communications will be handled with courtesy, tact, and a focus on resolution. - Cross-Divisional Management: Proactively manage the coordination with key partners across multiple divisions, such as Procurement, Business Law, and Budget & Finance, to advance shared objectives. All communication will be conducted with respect, professionalism, and tact to foster effective working relationships. - Invoice Processing Management: Manage the systematic review, verification, and processing of all invoice submissions through the PASSPort and AIPTM financial systems. This includes ensuring accuracy, validating against contracts and purchase orders, and confirming proper authorization before finalizing payments. 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 or for current NYC employees and search for Job ID # 772763. - NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED. - NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED. PROCUREMENT ANALYST - 12158 Qualifications 1. A baccalaureate degree from an accredited college and six months of satisfactory full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or 2. An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in u201c1u201d above; or 3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in u201c1u201d above; or 4. A combination of education and/or experience equivalent to u201c1u201d, u201c2u201d, or u201c3u201d above. College education may be substituted for professional experience under u201c2u201d or u201c3u201d above at the rate of 30 semester credits from an accredited college for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in u201c1u201d above. SPECIAL NOTES: To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in