Contract Specialist

Job Description The New York City (NYC) Bureau of Tuberculosis Control (BTBC) is committed to preventing the spread of tuberculosis (TB) and eliminating it as a public health problem in NYC. The Bureau of Tuberculosis is looking to fill the role of a Contract Specialist. This Contract Specialist will work under general supervision of the Assistant Director of Budget and with some latitude of independent judgement. DUTIES WILL INCLUDE BUT NOT BE LIMITED TO: - Assist in technical budget activities including daily budget modifications requests, daily PS and OTPS reports, variance reports, monthly spending plans and other technical budget functions. - Prepare monthly payment request packages for certain contracts, utilize PAYRS and PASSPORT systems to process invoices. - Coordinate with vendors on paperwork needed to complete procurement package for submission to ACCO - Prepare solicitation documents required for various methods of procurement and coordinates the processing of all requisitions, purchase orders, and contract renewals - Receive invoices and process receiving reports from vendors. - Process micro purchases and small purchases - Utilize Passport system to process MWBE procurements - Maintain tracker of all purchase transactions and expenditures - Assist in completing monthly open encumbrance exercise by reviewing order and payment status from encumbrance lines. - Prepare and analyze weekly OTPS and Encumbrance reports to realize requisition, PO & Contract status and alert management for major discrepancy found. - Perform yearly close-out OTPS rollover and accrual exercises. - Assist in preparation of operating procedures and templates for grant submissions. - Assist in addressing and responding to budget inquiries by researching contract details in FMS & PASSPort. - Review and complete assigned PASSPORT financial tasks and follow through to furnish contract registration. - Organize and compile monthly purchase and expenditure data, as requested. - Assist in procurement and payment compliance. - Assist in drafting MWBE exemption memos, bid sheets, bid justifications. - Initiate restricted item purchase request and follow through approval. - Run various ad-hoc reports in FMS and prepare complex fiscal reports upon request PREFERRED SKILLS: - Proficient in Microsoft Excel -Proficient in NYC Financial Management System (FMS) -Knowledge of NYC PASSPort procurement system - Strong computer and internet skills and natural comfort with technology. Ability to learn technical processes quickly and thoroughly. Why you should work for us: - Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers. - Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. - Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work. Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise. Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers! The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [emailprotected] or View phone number on click.appcast.io. CONTRACT SPECIALIST - 40561 Qualifications 1. A baccalaureate degree from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U. S. Secretary of Education and by the Council of Higher Education Accreditation (CHEA), and six months of full-time, satisfactory professional, technical, or administrative experience in one or more of the following fields: program evaluation, contract negotiation/management, fiscal/financial management, or project management; or 2. A four year high school diploma or its educational equivalent approved by a State’s Department of Education or a recognized accrediting organization and four years of full-time, satisfactory professional, technical, or administrative experience in one or more of the following fields: program evaluation, contract negotiation/management, fiscal/financial management, or project management; or 3. Education and or experience equivalent to “1" or “2" 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 individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.