Position Summary: New York City Public Schools (NYCPS) is the largest school system in the nation, with nearly 1 million students, 135,000 employees, including more than 75,000+ teachers and an annual budget of $44B. The Division of Contracts and Purchasing (DCP) is responsible for shepherding, managing, and registering all contracts, as well as for maintaining oversight of non-contracted spending. DCP is governed by the Procurement Policies & Procedures (PPP).
Under the direction of the Director of Contract Registration, with wide latitude for independent judgment, the Associate Director, Contract Registration manages the processing of all New York City Public Schools (NYCPS) procurement documents and contracts, including but not limited to 2-Care, 3K, Universal Pre Kindergarten initiatives (UPK), that exceed $25,000 and that must be registered with the NYC Comptroller's Office.
The Associate Director, Contract Registration manages the submission of contracts for registration in PASSPort. The incumbent supports the Director with implementing policies and practices to ensure compliance with guidelines and procedures, serving as a resource to management, Contract Registration, and NYCPS offices and divisions related to contract management process and registration. The Associate Director makes recommendations to the Director for process improvements and collaboration to improve procedural accuracies and compliance, as well as reviews the work of direct reports for effectiveness, efficiency, and compliance with applicable rules and established guidelines. Performs related work.
Reports to: Director, Contract Registration Unit
Direct Reports: Contract Registration Supervisor, Community Coordinators and Registration Consultants
Key Relationships: All levels of DCP staff, including the Chief and Deputy Chief Procurement Officers; NYCPS Office of General Counsel, and Office of Supplier Diversity; New York City Comptroller's Office, New York City Law Department, New York City Office of Management and Budget, New York City Department of Citywide Administrative Services (DCAS), Mayor's Office of Contract Services (MOCS), New York State Office of General Services (OGS), the City's Financial Management System (FMS), various NYCPS Central Offices, vendors, and others as assigned.
Responsibilities Procurement Operations
- Supervises staff in the analysis and preparation of NYCPS contracts for registration with the NYC Comptroller's Office, including all those for submission to PASSPort, including:
- obtaining all documents needed for contract registration;
- ensures that all documents are complete and consistent, e.g., vendor name, contract term and contract amount are the same on all documents and legally required justifications are provided for the type of procurement; and
- ensures that all operational steps in the procurement process are documented.
- Analyzes workflow and performs follow up to acquire missing documentation.
- Conducts complex research on historical contract information in various databases.
- Supervises staff in entering and retrieving contract data from the FMS.
- Manages the review and submission of M/WBE items to the Comptroller's office.
- Shares confirmation of registration and required contract documentation for audit purposes with OSD.
- Works to ensure all PASSPort transactions are reviewed and submitted to the Comptroller's office.
- Collaborates with stakeholders; internal and external, during contract development to complete various contract execution and administration actions, including the review and verification of the accuracy of contracts, and adjusting discrepancies as needed.
- Prepares comprehensive reports and statuses for NYCPS schools, program offices and leadership.
Strategic Development
- Develops organizational policies that allow analysts to efficiently prepare contract packages for highly complex contracts.
- Supports the Director in establishing and implementing policies for analyzing and managing contract related financial data, and advises senior management on system related practices, issues, and problems.
- Analyzes problems with the procurement process or with systems; communicates issues to appropriate parties and obtains resolutions.
- Works closely with office units to perform quantitative analysis and adjust documents for any discrepancies and to obtain answers to questions from the Comptroller's Office and the OMB.
- Monitors contract registration activity and tracking systems and provides data driven recommendations and updates to leadership.
Compliance
- Analyzes and reviews award and contract documents to ensure compliance with NYCPS's requirements, as well as federal, state, and city laws and applicable regulations and clear understanding by vendors.
- Ensures that all operational steps in the procurement process are documented.
- Ensures that all documents are complete and consistent, e.g., vendor name, contract term and contract amount are the same on all documents and legally required justifications are provided for the type of procurement.
- Supervises staff in the analysis and preparation of NYCPS contracts for registration with the NYC Comptroller's Office, including all those for submission to PASSPort.
- Reviews and evaluates the work of registration and procurement staff before sending contracts to the OMB and responds to related inquiries.
- Manages the installation of NYCPS policies that govern the printing of contracts in the Comptroller's One Acquisition Solution for Integrated Services (OASIS) system.
Leadership & Training
- Provides training to registration and procurement staff, as well as schools, program offices and vendors, on the policies and procedures to submit documents, attachments, and information to PASSPort.
- Troubleshoots and resolves complex problems concerning rules interpretation, contract terms, data in FMS, etc.
- Provides policy direction and oversight to registration and procurement staff on such matters.
Qualification Requirements: Minimum A baccalaureate degree from an accredited college and six (6) 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 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 "1" above; or A four-year high school diploma or its educational equivalent and two and one-half (2.5) years of satisfactory full-time professional experience as described in "1" above; or A combination of education and/or experience equivalent to "1", "2" or "3" above. College education may be substituted for professional experience under "2" or "3" 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 six months of experience as described in "1" above. Note : To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.
Plus
In addition to meeting the minimum requirements, individuals must have two additional years of relevant work experience.
Preferred - 5+ years of procurement experience in a large organization.
- Universal Public Procurement Certification Council (UPPCC) certification.
- National Institute of Governmental Purchasing (NIGP) certification.
- Experience and/or familiarity with technology procurements.
- Ability to analyze a problem or situation and quickly capture the important elements.
- Excellent written and spoken communication skills.
- Excellent organizational and problem solving skills.
- Ability to handle multiple tasks, with awareness of deadlines.
- Ability to read and interpret laws, rules and policies.
- Ability to meet deadlines consistently.
- Attentive to detail, extremely well organized, and able to work under pressure.
- Strong interpersonal and customer interface skills.
- Experience working in a team environment and adhering to deadlines; the ability to multitask.
- Superior organizational, analytical, spoken, and mathematical skills and the ability to work in a proactive, independent manner.
- Proficient in Microsoft Office 365 applications.
Salary : $80,196 - $117,226
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application. NOTE: The filling of all positions is subject to budget availability and/or grant funding. * New York City Residency is NOT Required * We encourage all applicants from the New York City tri-state area to apply. 
