VENDOR PERFORMANCE EVALUATION COORDINATOR

YOU MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE.

The Office of Contracts (OC) is part of the Department of Social Services / Human Resources Administration / Department of Homeless Services (DSS / HRA / DHS) General Counsel's Office and is under the direction of the General Counsel.

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.

OC 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 and DHS program areas by supporting their procurement efforts and by providing technical assistance and training as needed.

In addition, OC is the procurement lead on most programmatic priorities of the Deputy Mayor for Health and Human Services, which is treated as a program area in the OC portfolio.

OC fulfills its goals and the Agency's mission by functioning as a central liaison between the Agency's program areas which monitor and evaluate the services provided by the vendors and the various City oversight offices, i.

e., MOCS, OMB, and the City's Comptroller, charged with registering the Agency contracts.

Under general supervision of the Director of the Vendor Compliance and Relations (VCR) Unit / DSS Minority / Women-Owned Business Enterprise (M / WBE) Officer, with some latitude for independent initiative and judgment, the Vendor Performance Evaluations Coordinator works closely with the Director, as well as the VCR Unit, other Office of Contracts’ staff, Program Areas, oversights such as the Mayor’s Office of Contract Services (MOCS), the DSS Executive staff of the Commissioner’s Office and various outside entities, including current and potential vendors, in the review of, data entry of, and processing of Local Law #94 Contractor Performance Evaluation documents.

Typical duties and responsibilities may include, but are not limited to :

The Office of Contracts is receuriting one Prinicipal Administration Associate level III to function as a Vendor Performance Evaluation Coordinator who will :

• Review, process and track Local Law #94 Contractor Performance Evaluations submission and status utilizing the Procurement and Sourcing Solutions Portal (PASSPort), ensuring vendor adherence to the specified mandates and procurement regulation.
• Advise and confers with program areas for the accurate completion and submission of appropriate required forms vendor performance evaluation for transmittal to oversights such as MOCS and input into the PASSPort.
• Serve as the liaison between the Office of Contracts and program areas, the Mayor’s Office of Contract Services (MOCS) and vendors, to obtain necessary supporting documents related to contractor performance evaluations, vendor rebuttals to subcategory and overall ratings, and the subsequent findings.

Ensure that all needed documents are received prior to and after contract negotiations.

• Monitor, track and generate statistical and status reports on the vendors’ performance evaluations for the review and referencing by senior / managerial staff, including the Deputy Director and / or Director of the VCR Unit and Agency Chief Contracting Officer (ACCO).
• Review, analyze and provide information on vendors’ past performance, financial status and other factors which might affect delivery, timeliness or quality of contracted good and services.
• Provide technical assistance to program area contracting personnel in the completion of contractor’s performance evaluation(s) forms and follow up to ensure timeliness of submission to the Office of Contracts.
• Analyze, edit and prepare memos and reports for the Director of VCR to communicate vital, confidential information such as research and analysis results and recommendations, inquiries from oversights including MOCS and the Comptroller’s Office, and personnel transactions.

Ensures appropriate delivery methods are used per office mandated confirmations of receipt.

Perform special projects as assigned by the Director of VCR.

4 World Trade Center, Greenwich Street, New York, NY

Hours / Schedule : 9am 5pm with flex

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical / administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical / administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical / administrative experience including one year of the administrative supervisory experience described in "1" above; or

3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical / administrative experience including one year of the administrative supervisory experience as described in "1" above;

4. Education and / or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above.

Education above the high school level may be substituted for the general clerical / administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

• Ability to work under pressure and restrictive deadlines, in an atmosphere of intense activity, and be able to elicit the same from subordinate staff.
• Strong knowledge of the Procurement and Sourcing Solutions Portal (PASSPort) system, Vendex, the Financial Management System (FMS) and Public Procurement Posting System (PPPS), in order to retrieve and compile data into reports as required.
• Strong interpersonal skills which allow for effective direct communications with DSS-HRA-DHS officials, agency staff and oversight agencies to which the office relates.
• Strong knowledge of the Procurement Policy Board (PPB) Rules and the NYC Charter as it relates to the oversight approval process.
• Excellent analytical ability & research skills.-Possess problem solving, prevention and resolution skills. -Excellent writing and computer skills.

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.