Assistant Director Finance&Administration Procurement

Metronorth Railroad   •  

Manhattan, NY

Industry: Transportation

  •  

11 - 15 years

Posted 204 days ago

This job is no longer available.

Procurement Management

Assistant Director Finance & Administration Procurement is responsible for the centralized IT agency procurement of all materials, goods and services. Manage procurement by providing complete and continuous oversight, direction and support ensuring timely procurements necessary for sucessful operations while adhering to MTA guidelines. Responsible for coordinating, reporting and resolving issues related to all aspects of IT procurement. The position will work closely with the IT operating budget and capital budget staff to ensure funds are available to support IT goals and daily activities, including unbudgeted critical needs that arise. Serve as liaison with MTA and Agency Procurement areas and various Controller divisions within the MTA agencies.

This position is responsible for Board staff summary and packages for IT purchases.

ServiceNow

Importantly, with the introduction of the ServiceNow System within the IT Department and serving all MTA staff, this position has the added responsibility of collecting and maintaining important contract management and vendor data within the ServiceNow system relating to IT purchases, vendors and manufacturers, and other such tables that must be kept current for the system to operate.



Responsibilities

Requisition Management

  • Manage MTA IT requisition preparation and submission for purchase of hardware and software maintenance, desktop and mainframe vendor contracts, new technology initiatives, the MTA-wide computer equipment and server replacement programs, and other essential procurements for MTA IT and its customers, ensuring timely and uninterrupted goods and services.
  • Identify lead agencies for various procurements and propose procurement strategies.
  • Responsible for ensuring requisitions are in accordance with Procurement policy and standards. Manage annual Commitment Control contract releases.

Accounting Analysis and Vendor Resolution

  • Develop, disseminate, train, and implement processes and procedures to ensure on-time vendor payments.
  • Accountable for resolving credit holds and delinquent accounts. Resolve payment delays to prevent service interruptions.
  • Work with vendors and BSC Accounts Payable to rapidly identify and resolve invoice and payment issues, and minimize the risk of overpayments. Manage and resolve complex vendor issues.
  • Identify project closure status based on scope as per GAAP rules to support accurate depreciation by the HQ Comptroller.

Procurement Management

  • Develop and maintain a consolidated contract and PO database and a requisition tracking system to ensure continuity of vendor services and annual budget compliance. Provide notification to IT Project Managers to ensure timely renewals with no break in service. Ensure timely submittal of renewal is submitted to avoid services interruptions and continuity of support.

  • Develop an annual spend requirements, aligning with the budget and financial needs. Validate the requisitions for potential savings in consolidating contracts. Outreach to MTA IT and budget staff to identify future procurement requirements as well as opportunities for savings and contract consolidations. Assist in explaining and resolving budget variances and support the budget function as needed.

  • Develop a process to establish a procurement roadmap of upcoming goods and services, and execution of contracts in a timely manner for continuous customer facing services.

  • Manage the full life cycle of the purchase include funding, procurement, award, and payment.

  • Provide procurement guidelines with respect to lead times, sole source procurements, justifications/specifications, RFPs, and other special situations.

  • Develop an annual procurement report, including cost saving objectives as well as process and efficiency improvements.

  • Identify potential Board items. Prepare documentation and presentation materials to prepare the CIO and Senior Director, BSC for Board member discussions related to procurement actions.

Service Management

  • Provide responsive customer service, respond to inquiries and audits, and resolve problems related to Procurement activities. These issues may arise with MTA IT senior management or staff, personnel in Procurement, Accounting, Treasury or Disbursements, or with parties throughout the MTA or in the vendor community. Demonstrated through a set of positive and collaborative behaviors, ServiceFirst is about listening and understanding the needs and goals of those we support, bringing the knowledge and innovation we possess to better serve our clients, while providing an exceptional client experience. Establish SLA to achieve acceptable service deliverables.

Leadership & Management

  • Provide overall leadership to the procurement team.
  • Develop, train and evaluate staff, establishing priorities and ensuring policies and procedures are followed.
  • Identify and manage challenges arising due to work being performed by a consolidated IT procurement staff with differing labor agreement and management rules.



Qualifications

  • Outstanding management, organizational, communications, and quantitative skills as well as leadership experience managing and resolving complex resource allocation problems.
  • Ability to select, develop, coach and retain high-performing team members, empowering them to elevate their level of responsibility, span of control and performance.
  • Familiarity with hardware and software licensing/maintenance issues and consultant contracts

  • Famiarity with current technology and information systems

  • Working knowledge of procurement terms and conditions, public and/or private sector purchasing (i.e., MTA Agency, NYS, NYC) and government regulations and NYS contracting provisions

  • Knowledge of Microsoft office suite

  • Strong quantitative, communications, and customer service skills is essential

  • Detailed oriented with strong organizationals skills

  • Strong written and oral communication skills

  • Excellent problem solving, analytical, interpersonal and administrative skills

  • Ability to exercise a high level of independent judgement and decision making



Education and Experience

  • Bachelor’s/Master’s degree in Business Administration, Finance, Public Administration or a satisfactory equivalent of education and progressively responsible experience may be considered in lieu of a degree.

  • A minimum of 10 years of Procurement and/or Finance experience with at least 6 years of progressive financial management experience.

  • Three or more years of procurement experience, with proven success and commitment to business problem solving. Specialization within the IT area desirable.

  • In depth understanding of MTA and Agency operations and related procurement practices and culture preferred.

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