Procurement Liaison

APPLICANTS MUST BE PERMANENT IN PROCUREMENT ANALYST CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE

Agency Overview

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

Office of Contracts

The Office of Contracts headed by the Agency Chief Contracting Officer (ACCO), oversees the procurement functions for the Agency. The office is responsible for procuring both client services as well as a wide range of goods and non-client services for the Agency. The office ensures that the Agency's contracts are procured in compliance with the New York City Charter and the City's Procurement Policy Board (PPB) Rules as well as the Mayor's Office of Contracts (MOCS) and the Office of Management and Budget (OMB) guidelines. OC assists HRA's program areas by supporting their procurement efforts and by providing technical assistance and training as needed.

Role Description

Under the general supervision of the Director of Vendor Compliance and Relations, with latitude for decision making, the Procurement Liaison utilizes background research and analysis from accredited sources, monitors prime vendors, sub-contracting vendors, employees and/or clients of contracted vendors participating in the Minority/Women-Owned Business Enterprises (M/WBEs) program, in order to ensure compliance with contractual provisions of City, State and Federal funded contracts. The Office of the General Counsel / Office of Contracts is recruiting for one (1) Procurement Analyst III to function as a Procurement Liaison who will:

• Review and oversee the analysis and compilation of contract details from various sources, such as the Procurement Tracking System (PTS), Lexis Nexis, the Procurement Sourcing Solutions Portal (PASSPort), the Financial Management System (FMS) and the Automated Procurement Tracking (APT) Repository for the formulation and/or completion of comprehensive ad-hoc, status and financial reports as requested by the program areas, oversights and the Office of Contracts’ and the Agency’s executive teams. This includes the analysis of vendor performance history/ issues and scope of work. Ensure these reports are consistently and continuously updated with the most current status details. Ensure responses are transmitted timely and/ or per any deadline.
• Facilitate the conceptualization, planning and implementation of the Agency’s M/WBE diversity initiatives, including the expansion of the Agency’s vendor outreach plans and the development of the DSS Utilization Plan. Make recommendations to the M/WBE Officer and the Agency’s Executive Team for the development of the Agency's Utilization Plan, Procurement Plan Goals and Performance Improvement Plan.
• Review and oversee the preparation of written responses to inquiries regarding M/WBE vendor compliance from customers such as the NYC Department of Small Business Services (SBS), Mayor’s Office of Contract Services (MOCS) and DSS/ HRA/ DHS program areas during the past and current term of contracts.
• Liaise with the various DSS/ HRA/ DHS Program Areas, and potential vendors to obtain, analyze and submit any additional information such as the updated/current Certificate of No Change, in support of the resolution of any reported adverse information or complaints about the vendor.
• Act on behalf of the Director of VCR to oversee the research, preparation and analysis activities of the Office of Contracts’ M/WBE Liaisons for the generation of ad-hoc reports, such as financial and statistical updates as requested by oversights, vendor performance evaluations, informative and corrective correspondence and the organization of procurement records in both electronic and hardcopy format. delegate and distribute contract packages for preparation and analysis by the Office of Contracts' M/WBE Liaisons. Ensure timely, accurate and applicable fact-finding research and subsequent reporting on vendor assessments are completed in accordance with contracting regulations.
• Prepare and recommend the implementation of a corrective action plan for contracted vendor(s) when required by utilizing expertise in the application of the Federal, State and City laws and ensuring the inclusion of appropriate, applicable procedures and forms. Ensure the completeness of the report and refers actions for next level approval by the Director of VCR and/ or the ACCO, communicating the results of the investigation with any applicable recommendation for or mandated deadlines for vendor compliance.
• Provide training to incoming and existing staff on the Agency’s M/WBE policies and initiatives. Supervise the distribution of numerous, frequent updates and revisions to regulations, legislations and charter guidelines. Assist and advise the Director, Senior Deputy Agency Chief Contracting Officer and the Agency Chief Contracting Officer on these updates by providing a concise interpretation and analysis of impact.
• Oversee and assist with meetings and informational conferences scheduling for potential and/ or existing vendors, ensuring the availability and notification distribution to the Director of VCR/ M/WBE Officer, the Deputy Director of the Bid Administration and Purchasing Units, and/ or any other required attendee(s). Ensure any needed materials are available and oversee distribution of these at the meetings. Acts as the representative of the unit when required.
• Conduct research required for the preparation of written responses to Freedom of Information Law (FOIL) requests as assigned by Director, Deputy Director and/ or the Agency Chief Contracting Officer.
• Perform additional related duties as required.

Hours/Schedule: 9am – 5pm with flex

Minimum Qualifications

PROCUREMENT ANALYST - 12158

• 1. A baccalaureate degree from an accredited college or university; or
• 2. An associate degree or completion of 60 semester credits from an accredited college or university, and 12 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
• 3. A four-year high school diploma or its educational equivalent and two years of satisfactory full-time professional experience as described in "2" above; or
• 4. 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 or university for 6 months of experience. However, all candidates must have at least a four-year high school diploma or its educational equivalent; or
• 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 "2" above.

EEO Statement

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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.