Management Specialist

Job Description

Job Description

Job Description

Management Specialist
Location: 65 Court Street, 17th Floor, Brooklyn, NY 11201
Work Schedule: 35 Hours per Week
Duration: Up to 24 Months
Work Arrangement: Onsite
Position Type: Contract

Position Summary

Our client is seeking an experienced Management Specialist to support the Financial Operations team responsible for the administration of capital-funded projects. This role will assist in the financial oversight, procurement coordination, budget monitoring, and execution of capital improvement projects. The successful candidate will work closely with senior leadership to ensure capital projects are executed efficiently, accurately, and in compliance with applicable financial, procurement, and regulatory requirements.

This position requires strong financial analysis, project coordination, procurement support, vendor management, and budget administration skills while working in a fast-paced public-sector environment.

Key Responsibilities

Capital Project Financial Management

• Support the end-to-end deployment of authorized capital projects.
• Coordinate procurement activities for capital-funded purchases including equipment, professional services, and materials.
• Monitor project budgets, expenditures, and financial transactions.
• Track project costs and assist with budget forecasting.
• Ensure capital expenditures remain within approved budgets.

Procurement & Contract Administration

• Prepare and review procurement documentation.
• Verify vendor information and contract documentation.
• Coordinate procurement approvals and purchasing activities.
• Assist in contract development and procurement verification.
• Maintain procurement records and documentation.

Budget & Financial Analysis

• Conduct quarterly financial analyses.
• Prepare financial reports and management documentation.
• Monitor transactions involving state and federal funding.
• Analyze contractor invoices and supporting documentation.
• Verify payment accuracy and funding eligibility.

Vendor & Stakeholder Coordination

• Coordinate with internal departments and external vendors.
• Communicate with contractors regarding project status, billing, and payments.
• Resolve contractor payment issues.
• Coordinate delivery schedules for capital equipment and services.

Project Monitoring & Compliance

• Perform quality control reviews of capital project data.
• Monitor project execution against established schedules.
• Ensure compliance with procurement policies and funding requirements.
• Maintain project records and databases.
• Support Local Law 24 quarterly reporting requirements.

Audit & Reporting

• Support audits conducted by City and State agencies.
• Prepare documentation for financial reviews.
• Generate monthly, quarterly, and annual capital project reports.
• Participate in process improvement initiatives.

Special Projects

• Support executive leadership on strategic initiatives.
• Assist with special financial and operational projects.
• Recommend process improvements to enhance efficiency.

Required Qualifications

Education

Bachelor's Degree from an accredited college or university in:

• Finance
• Accounting
• Business Administration
• Economics
• Public Administration
• Or a related discipline

Experience

Minimum 5 years of professional experience in:

• Financial Analysis
• Budget Administration
• Management Analysis
• Financial Reporting

Minimum 4 years managing large-scale project budgets.

Experience supporting procurement and purchasing processes.

Experience working with financial systems and databases.

Preferred Qualifications

Master's Degree in:

• Finance
• Accounting
• Economics
• Business Administration
• Public Administration

• Knowledge of public sector finance and procurement.
• Experience supporting capital construction projects.
• Familiarity with government funding and regulatory compliance.
• Experience with City or State financial systems.
• Knowledge of SQL databases such as:
  • Microsoft SQL Server
  • PostgreSQL
  • MySQL

Required Skills

Financial Skills

• Budget Planning
• Financial Analysis
• Cost Tracking
• Budget Forecasting
• Accounts Payable
• Capital Project Accounting

Procurement Skills

• Procurement Administration
• Contract Review
• Vendor Management
• Purchase Order Processing
• Financial Documentation

Project Management

• Project Coordination
• Budget Monitoring
• Schedule Tracking
• Risk Identification
• Process Improvement

Technical Skills

• Microsoft Excel (Advanced)
• Microsoft Word
• Microsoft Office Suite
• Database Management
• SQL (Preferred)

Soft Skills

• Strong analytical thinking
• Excellent written and verbal communication
• Organizational skills
• Ability to manage multiple priorities
• Attention to detail
• Problem-solving
• Ability to work independently
• Collaboration with cross-functional teams

Preferred Experience

Candidates with experience in any of the following environments are highly desirable:

• Government agencies
• Public sector finance
• Capital planning
• Infrastructure projects
• Construction finance
• School districts
• Public procurement
• Grant-funded programs

What You'll Do

• Coordinate financial operations for capital projects.
• Monitor multi-million-dollar project budgets.
• Support procurement and purchasing activities.
• Ensure financial compliance with applicable regulations.
• Analyze contractor invoices and payments.
• Collaborate with project teams, vendors, and executive leadership.
• Produce financial reports and budget analyses.
• Support audits and regulatory reporting.
• Contribute to process improvements and operational excellence.