CONTRACT ADMINISTRATOR

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.

1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution.

DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6, employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2, square mile watershed that extends miles north and west of the City.

The Division of Facilities Management and Construction Services Unit (FMC) is responsible for the construction, rehabilitation, and maintenance of all DEP facilities, including both leased and City-owned space.

Only those applicants with permanent civil service status as a Procurement Analyst are eligible to apply to this job posting, otherwise you will not be considered for an interview.

On your cover letter, please state that you are a permanent Procurement Analyst.

• The Contract Administrator will be responsible for performing professional work of varying degrees of difficulty in the management of construction related contracts;
• maintenance of the division’s inventory of supplies and equipment; responsible to prepare documentation for contracts payments pertaining to requirement contracts and small purchase contracts;

coordinate the solicitation for construction services from bid advertisement to registration.

This position reports to the Director of the Construction Services Unit.

Main tasks / critical duties :

Assign and close out completed work orders into the Information Public Sector (IPS) system. Coordinate with Trades' Supervisor to determine what actions are necessary for the completion of projects performed within leased facilities;

maintain record keeping of contract related work orders. Address any questions concerning work orders to facilitate the completion of projects.

• Prepare Local Law 63 (LL63) annual agency plan worksheet for contracts; attend bi-weekly Pre-award and Bid ACCO meetings concerning contracts.
• Prepare Noncompetitive Small Purchase Contract (NCSP) and requirement contract submissions to the Bureau of legal Affairs (BLA) and Agency Chief Contracting Office (ACCO).

Prepare Pre-Solicitation Review (PSR), contract specifications and Schedule A in preparation of submitting contracts to go out to bid in compliance with Bureau of Legal Affairs and the Agency Chief Contracting Office.

• Utilize the Citywide Financial Management System (FMS) and PASSPort to plan and track funding on construction related contracts;
• request funding from bureau designees prior to work commencing to ensure availability of funding at completion of the project;

ensures payments are processed after completion of projects.

Prepare paperwork to ensure requirement contracts and small purchase contracts payments are processed in a timely manner;

monitor Insurance verification documents to ensure that insurance is valid; prepare Minority Women Owned Business Enterprise (MWBE) close out memo from ACCO to initiate final payment under contracts.

Liaise with the various Bureaus to ensure Subcontractors are approved prior to the commencement of their work, as required.

Review invoices to confirm all necessary documentation is provided including the verification of payments to subcontractor’s form.

Approve Contractor requests for payment in accordance with prompt payment rules; ensure that payments are made only for satisfactorily completion of work;

analyze all documents submitted for review to be included in payment preparation and submission.

Liaise with Contractors to ensure compliance with plans, specifications, and all required codes. Resolve and prevent contract disputes;

approve material; document job progress, issue field memoranda, authorize work order scopes, review contractors request for time extensions, issue change orders as needed.

Monitor contract maximum dollar amounts and term limits; request funding increases and time extensions in order to maintain critical services to the agency when needed.

Abilities Required :

1)Write, review and edit reports. 2)Communicate information and ideas effectively; as well as the ability to listen and understand information and ideas presented.

3) Collect and analyze relevant data on spreadsheets. 4) Excellent organizational skills and the ability to manage multiple priorities.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and six 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

2. 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

3. A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in 1 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 for 6 months of experience.

However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in 1 above.

SPECIAL NOTES :

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 "1" above.

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.

Preferred Skills

Computer Skills and Knowledge : 1.NYC Financial Management System (FMS)2.NYC PASSPort system3.NYC Procurement Policy Board (PPB) Rules and Regulations4.

MS Office Suite including Word, Excel, Access, and PowerPoint.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs.

For more information, please visit the U.S. Department of Education’s website at class "jobad-residencyRequirement">

Residency RequirementNew York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County.

To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.