Contracts and Purchasing Manager DECE

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Contracts and Purchasing Manager, DECE

Tracking Code
13394
Job Description



This title is in a Civil Service competitive class that is subject to examination. Position is only open to applicants who are permanent as Administrative Education Analyst, or permanent in an equivalent title that is eligible for 6.1.9 to Administrative Education Analyst, or candidates who took the most recent Administrative Education Analyst Civil Service Examination.



Position Summary: The Mayor and the Chancellor are committed to providing high-quality full-day Pre-K for all 4-year-olds in New York City. Research demonstrates that quality Pre-K contributes to student achievement and is associated with other long-term benefits. Every student in NYC deserves access to the variety of teaching approaches and strong foundation of skills and knowledge that high-quality Pre-K provides.



The Division of Early Childhood Education (DECE) administers Pre-K programs for NYC students in public elementary schools and New York City Early Education Centers (NYCEECs). DECE provides families access to high-quality early childhood options that prepare their children for academic success and the skills to lead a successful life. Working together with families and programs, DECE ensures that children are engaged, nurtured, and supported with the tools needed to develop into independent learners and creative problem-solvers.



Reporting to the Director of Contracts and Purchasing, the incumbent will work closely with the DECE Divisional Operations team in managing and maintaining all contracts, purchasing, and inventory. The Contracts and Purchasing Manager will assist the Director in ensuring that DECE program team needs are in alignment with contracts and procurement policies/procedures. The Contracts and Purchasing Manager will enter and track financial transactions in the DOE mainframe and web-based systems. Performs related work.



Reports to: Director of Contracts and Purchasing



Direct Reports: Operations consultants, as needed



Key Relationships: Chief Operating Officer; Senior Director of Operations; Executive Directors; Budget Manager; Division of Contracts and Purchasing; Division of Financial Operations; Office of the Auditor General (OAG); Chancellor’s Office; Deputy Chancellor of DECE, Senior Executive Director, Executive Director, Program Directors; other central offices/divisions within the DOE; teachers and principals; community-based organizations (CBOs); external stakeholders.



Responsibilities



Manages and coordinates the development, registration, and execution of all contracts (grant and tax levy-funded); monitors and evaluates services through to completion.
Serves as liaison with the Division of Contracts and Purchasing and Office of Legal Services to resolve contract issues and questions.
Ensures that all DECE contracts follow DOE standard operating procedures and adhere to all legal requirements.
Ensures that receipt of invoices for all purchases are attached to appropriate documentation.
Communicates with vendors regarding purchasing needs and requirements.
Submits weekly updates and monitors FAMIS entries.
Troubleshoots vendor payment issues, as necessary.
Acts as a resource to resolve issues related to procurement/purchasing, contracts, and payments; communicates relevant information promptly.
Works with Director on strategic planning regarding contract development from start (RFP, solicitation) to end (registration, vendor management, payment, etc.).
Tracks contract expenditures and contract expiration dates, and works with the Director to ensure the availability of procurement vehicles to support DECE’s programmatic needs.
Reviews system-wide listing application contracts to proceed with new contracts for department-wide usage.
Responsible for contract compliance, implementation, and reporting requirements, including specific requirements for reimbursable or private funding.
Manages various contract communications for dissemination to Operations liaisons, and communications regarding team meetings, retreats, and professional development opportunities.
Coordinates high-priority contract workstreams and works with key leadership across DECE to manage on-time execution.
Advises and debriefs the Director of Contracts and Purchasing on contract structures, and collaborates on managing necessary implications when teams or divisions reorganize.
Maintains files with supporting documentation for expenditures.
Reviews Requests for Authorization (RAs) to proceed in regards to DECE operations.
Reviews system-wide listing application contracts to proceed with new contracts for department-wide usage.
Collaborates with Director on cross-functional activities of the team and the development and rollout of new processes and efficiencies in division operational work.
Represents the Director of Contracts and Purchasing at cross-divisional meetings, as needed.
Communicates operational policies and procedures across teams to ensure proper interpretation and implementation.



Qualification Requirements:



Minimum



A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies, or a closely related field, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.



Preferred



Ability to think strategically and translate insights into action.
Strong project management skills and leadership experience.
Ability to mobilize disparate groups of people toward common goals.
Attentive to detail, extremely well organized, and able to work under pressure.
Ability to meet frequent and changing deadlines, and prioritize in a fast-paced demanding environment.
Skilled with group problem-solving and working with complex concepts in a dynamic setting.
Ability to organize facts and present information and figures in a clear, concise, and logical manner, both orally and in writing.
Creative problem-solver with the ability to perform independent, thoughtful analysis around important educational issues.Clear communicator who can make presentations to a variety of constituencies within the DOE.
Excellent interpersonal skills in dealing with education and non-education personnel, internal and external to the DOE.
Knowledge of DOE systems, including Galaxy, Financial Accounting Management Information System (FAMIS), and Employee Information System (EIS).
Interest and/or experience in education and public policy.
Proficient in Microsoft applications, including PowerPoint and Excel.
Internal candidates preferred.





Salary: $72,962+

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)



Please include a resume and cover letter with your application.



Applications will be accepted through October 12, 2018 until 3:00 p.m.



NOTE: The filling of all positions is subject to budget availability and/or grant funding.



AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at ****
Job Location
NEW YORK, New York, United States
Position Type
Full-Time/Regular

New Posting
Yes
Readvertisement
No
District
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Job Group
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