Contract Manager

ABOUT THE CAMPAIGN FINANCE BOARD

The Campaign Finance Board is a nonpartisan independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open transparent and equitable by removing barriers to participation.

We make it easier for New Yorkers to vote meaningfully support candidates for city office and run for office themselves. NYC Votes our voter engagement initiative meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide which delivers information about candidates directly to voters doors. Our public matching funds program ensures small contributions can make a big difference allowing regular people to run for office by relying on the support of other regular people not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money increasing transparency and accountability in local government.

We believe that when every New Yorker is empowered to participate meaningfully in elections candidates will better reflect the communities they serve elected leaders will be more accountable to the public and New Yorkers will have a democracy they can truly trust.

The Operations and Finance division is responsible for the financial procurement & administrative services that support agencywide operations. The Operation and Finance division consists of the following units: (1) Support & Logistics (2) Financial Services and (3) Procurement and Contract Management.

Procurement & Contract Management (PCM) is responsible for managing the lifecycle of contracts and other procurements that involve acquiring goods and services the Campaign Finance Board. PCM ensures the agency complies with all applicable laws that drive the procurement process as indicated in the Charter of the City of New York (Charter) the Procurement Policy Board Rules (PPB Rules) and the New York City Comptrollers Directives.

PCM ensures that CFB and its divisions have the necessary procurements and support in place that allows the agency to meet its critical mission in making our local democracy more open transparent and equitable. PCM partners with the various CFB divisions to provide guidance on procurement functions so that the various divisions can focus on their core functions in support of the agencys vision statement. Responsibilities include but are not limited to:

Assist CFB divisions and their external partners with procurement actions that include but are not limited to solesource procurement Memorandum of Understanding (MOU) small purchase solicitations and other large procurement and bids.

Assist with preparation of purchase requisitions procurement documents and contracts such as recommendations for awards amendments extension renewals selection reports etc.

Assist CFB divisions with contract performance evaluation scope development contract negotiations budget summaries review and payments on contracts and requisitions and closeout.

Review purchase requisitions and other procurement/contract documents for essential descriptions and specifications to determine accuracy and adequacy as well as consult appropriate agency staff to adjust for possible discrepancies.

Assist program units examining relevant publications/samples and researching market conditions pricing trends and/or trade practices for scope development.

Evaluate prospective contractors budgetary proposals and financial reports

Works with divisions to establish contract burn rates and matrix for planning purposes.

Prepare and submit mandated contract performance reports to the ACCOs Office.

Ensure vendors are in compliance with the local state and federal regulatory requirements for proper audit reporting and other forms of reporting.

Identify and escalate red flags issues that negatively impact the procurement process and timeliness of registration of the contracts and/or other procurement actions.

Partner with CFB divisions and provide guidance with issue resolution by addressing contract disputes missing deliverables or payment delays.

Provide customer serviceoriented guidance and attend weekly division meetings to discuss the various procurements.

Provide guidance on expediting procurements to minimize program disruptions

Create and update a procurement tracker that will provide programs with current & expiring procurements in addition to relevant timelines and budget information.

Ensure divisions have access to historical procurement documents

Assist with responses on contract inquiries made by OMB Comptrollers Office ACCOs Office and other entities.

Assist in creating and monitoring the LL63 MOCS Annual Plan report to ensure timely contract registrations.

Assist with other related projects as needed.

ESSENTIAL KNOWLEDGE SKILLS ABILITIES & OTHER BEHAVIORS (KSAOs)

Were seeking individuals eager to make an impact even if they dont tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences nontraditional education pathways practical knowhow and a variety of skills and abilities that each candidate brings to the table. If youre ready to learn and grow with us we encourage you to apply and be part of our dynamic team.

Knowledge

Knowledge of New York City Procurement Policy Board (PPB) Rules Comptroller Directives and other federal state and local laws.

Knowledge of Citys procurement systems including Financial Management System (FMS) Procurement and Sourcing Solution Portal (PASSPort ) & DCAS OCP (Office Citywide Procurement) platforms.

Knowledge of the Citys Minority/Womenowned Business Enterprise (MWBE) programs.

Knowledge of Citys standing operating procedures/best practice with contract management.

Skills

Proficiency in conducting FMS 3 procurement & budget inquiries.

Able to navigate PASSPort and conduct research related to contracts budget etc.

Medium to advance Microsoft Excel skills with the ability to set up new spreadsheets for tracking purposes and able to combine other reports into pivot or other reporting forms.

Proficiency in managing complex contract processes and lifecycles ensuring thorough documentation and incorporating feedback from multiple internal and external stakeholders in a collaborative and fastpaced environment.

Excellent verbal and written communication skills including the ability to distill complex information and reach different audiences through a variety of communication mediums.

Abilities

Attention to detail particularly with regards to reviewing contracts and editing scope of work and managing spreadsheets and trackers.

The ability to independently manage and oversee contracts and adherence to project deadlines.

Strong organizational and operational skills with the ability to plan and execute regularly scheduled tasks with little to no oversight.

Ability to see problems ahead and offer solutions or different venues to assist program with their operations.

Other

Team Player with a positive attitude and respectful manners.

A minimum of one year experience working in city government and contract management experience.

PREFERRED QUALIFICATIONS

Experience working with contracts that have an excess value of $1M.

Experience with contract and project management.

Experience developing editing reviewing scope of work.

Advance excel and Microsoft office applications.

SQL Power BI highly desirable.

ANALYST CFB AL 2&3 ONLY 0660A

Qualifications :

MINIMUM QUALIFICATIONS

A bachelors degree from an accredited college including or supplemented by at least twelvesemester credits (or the equivalent of twelvesemester credits) in accounting auditing business or public administration computer science economics finance statistics graphic design personnel or human resources administration user experience design or a closely related area of study and one year of satisfactory fulltime experience in accounting auditing (including compliance or investigative auditing) business or public administration business analysis computer science database administration economics finance fiscal or economic management or research statistics graphic design personnel or human resources administration user experience design or a closely related field; or

A fouryear high school diploma or its educational equivalent and five years of experience as described in 1 above; or

Education and/or experience equivalent to 1 above.

Additional Information :

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic including but not limited to an individuals sex race color ethnicity national origin age religion disability sexual orientation veteran status gender identity or pregnancy.

Remote Work :

No

Employment Type :

Fulltime