Director
NYC Administration for Children's Services, New York, NY, United States
THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $100,000.00 - $110,000.00.
THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PROCUREMENT ANALYST.
The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community support. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.
The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance, real estate, design, construction management, facilities and custodial services, occupational safety and health, operational support, security, transportation, and print production.
This position is within the Financial and Contracts Administration Unit of the Office of the Chief Operating Officer (COO). The Office of the COO provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division, factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $85M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services.
We are seeking an outstanding candidate to serve as the Director of Financial and Quality Control Subunit (FQC) within the Financial and Contracts Administration Unit of the Office of the COO. The ideal candidate should have a solid quantitative, analytical, and project management background. Reporting to the Deputy Executive Director for Financial and Contract Administration, the incumbent will serve as a facilitator for all initiatives and projects within the Division of Administration and work collaboratively with operational units within the division. The incumbent will have oversight responsibility over the activities of the unit, including ensuring the continuous operational flow of travel arrangements, procurement card (P-Card) purchases, and contract-related financial requests through key systems like PASSPort and AIPTM. This position is an integral member of the leadership team for the Division of Administration.
Key Responsibilities Include
Agency Travel Coordination: Supporting all travel arrangements, including child welfare case-related and executive travel, by liaising with internal requesters, the ACS Commissioner’s Office, the Mayor’s Office, DCAS, and external travel agencies.
P-Card Program Management: Coordinating all Divisional P-Card purchases by securing necessary approvals and ensuring strict compliance with all governing policies before transaction execution, in collaboration with requesters, the ACS P-Card Administrator, and DCAS.
Contract & Invoice Support: Assisting the Division's contract management staff by initiating and reconciling requests for goods and services and facilitating invoice payments in PASSPort and AIPTM, which requires coordination with stakeholders across the Division and other ACS Divisions.
Supervision: Defining and planning the execution and completion of the unit's assignments using the appropriate tools for documentation, communication, tracking and reporting on activities, status and risks. Developing and overseeing reporting tools and dashboards to improve workload tracking and planning and directing workload according to best practice management and benchmarking. Overseeing the creation and maintenance of the unit's standard written procedures, including best practices to train staff to expand, improve and maintain quality service delivery for all stakeholders.
Routine Tasks Include The Following
Travel Request Management: Manage the submission of travel requests by thoroughly reviewing supporting forms and court orders to ensure strict adherence to agency guidelines. This role includes proactive coordination with all relevant stakeholders to guarantee the receipt of complete and accurate documentation before processing.
Approval Workflow Management: Manage the approval workflow by coordinating with stakeholders to collect, verify, and file all required authorization signatures and forms in accordance with policy.
Court-Ordered Accommodations Management: Manage the coordination with all relevant parties to ensure case-related travel requests fulfill all accommodations stipulated by the Court Order. All communication with requesters and stakeholders will be conducted with the utmost courtesy and professionalism.
Travel Logistics & Compliance Management: Manage the coordination with designated travel agencies to reserve all necessary transportation (air, rail, automotive, bus) and accommodations for both executive and case-related travel. This includes ensuring full compliance with all relevant regulations, particularly NYC Comptroller’s Directive #6 on Travel, Meals, Lodging, and Related Expenses.
Policy Compliance Management: Proactively manage liaising with key governmental partners, such as the NYC Mayor's Office (City Hall), to monitor, interpret, and ensure the agency's adherence to all updated executive travel guidelines and directives. Schedule and conduct necessary follow-up meetings, either virtually or in-person, to align procedures and resolve any compliance queries.
Client Inquiry & Feedback Management: Systematically manage the evaluation and response to all client inquiries and feedback regarding travel accommodations. This involves a thorough review of travel records, reports, and relevant policies to ensure accurate, compliant, and satisfactory resolutions.
Training & Development Management: Manage the development and delivery of training sessions (both virtual and in-person) to Child Protection leadership on agency travel procedures. The goal is to ensure the timely, accurate, and fully compliant submission of all travel requests and supporting documentation.
Data Analysis & Reporting Management: Manage the preparation of detailed spreadsheets and analytical reports for all case-related and executive travel. These reports will analyze borough-based usage, identify spending trends, and provide data-driven forecasts to support contract funding decisions and budgetary planning.
Process Improvement & Optimization Management: Manage the analysis of current workflows and make strategic recommendations to streamline the PASSPort and AIPTM invoice submission process. The goal is to enhance efficiency and ensure the consistent tracking and payment of all invoices within the mandated 30-day timeframe.
P-Card Compliance & Reconciliation Management: Manage comprehensive monthly reviews of all divisional procurement card (P-Card) purchases to ensure strict adherence to NYC Procurement Policy Board (PPB) Rules. This includes proactively liaising with cardholders and stakeholders to collect, verify, and file any missing or incomplete documentation required for audit and compliance purposes.
Stakeholder Communication Management: Manage prompt and professional response to all inquiries from vendors, contractors, program staff, and other stakeholders. All communications will be handled with courtesy, tact, and a focus on resolution.
Cross-Divisional Management: Proactively manage the coordination with key partners across multiple divisions, such as Procurement, Business Law, and Budget & Finance, to advance shared objectives. All communication will be conducted with respect, professionalism, and tact to foster effective working relationships.
Invoice Processing Management: Manage the systematic review, verification, and processing of all invoice submissions through the PASSPort and AIPTM financial systems. This includes ensuring accuracy, validating against contracts and purchase orders, and confirming proper authorization before finalizing payments.
Additional Information Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.
To Apply
Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 772763.
NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.
NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.
PROCUREMENT ANALYST - 12158
Minimum Qualifications
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
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
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
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
Demonstrated experience in quantitative analysis and data analysis with large datasets
Ability to manage large projects with minimal supervision
Ability to multitask and prioritize projects
Strong interpersonal skills and experience working with business and technical stakeholders at all organizational levels
Exceptional listening, written, and verbal communication skills
Ability to tactfully address difficult topics with internal and external stakeholders
Experience successfully managing cross functional teams with varied business and technical backgrounds
Ability to coach and teach project staff in project management best practices
Project management experience developing online systems in network and cloud-based environments
Graduate degree preferred in economics, mathematics, statistics, finance, or a related field
Strong process improvement, analytical, project management, communication, and interpersonal skills
Familiarity with spreadsheet, database, presentation, statistical, project management, and word processing applications
Ability to manage multiple tasks in a fast paced work environment
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 https://studentaid.gov/pslf/.
Residency Requirement New 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.
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.
55,736.00 – 117,226.00
#J-18808-Ljbffr
THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PROCUREMENT ANALYST.
The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community support. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community.
The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance, real estate, design, construction management, facilities and custodial services, occupational safety and health, operational support, security, transportation, and print production.
This position is within the Financial and Contracts Administration Unit of the Office of the Chief Operating Officer (COO). The Office of the COO provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division, factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $85M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services.
We are seeking an outstanding candidate to serve as the Director of Financial and Quality Control Subunit (FQC) within the Financial and Contracts Administration Unit of the Office of the COO. The ideal candidate should have a solid quantitative, analytical, and project management background. Reporting to the Deputy Executive Director for Financial and Contract Administration, the incumbent will serve as a facilitator for all initiatives and projects within the Division of Administration and work collaboratively with operational units within the division. The incumbent will have oversight responsibility over the activities of the unit, including ensuring the continuous operational flow of travel arrangements, procurement card (P-Card) purchases, and contract-related financial requests through key systems like PASSPort and AIPTM. This position is an integral member of the leadership team for the Division of Administration.
Key Responsibilities Include
Agency Travel Coordination: Supporting all travel arrangements, including child welfare case-related and executive travel, by liaising with internal requesters, the ACS Commissioner’s Office, the Mayor’s Office, DCAS, and external travel agencies.
P-Card Program Management: Coordinating all Divisional P-Card purchases by securing necessary approvals and ensuring strict compliance with all governing policies before transaction execution, in collaboration with requesters, the ACS P-Card Administrator, and DCAS.
Contract & Invoice Support: Assisting the Division's contract management staff by initiating and reconciling requests for goods and services and facilitating invoice payments in PASSPort and AIPTM, which requires coordination with stakeholders across the Division and other ACS Divisions.
Supervision: Defining and planning the execution and completion of the unit's assignments using the appropriate tools for documentation, communication, tracking and reporting on activities, status and risks. Developing and overseeing reporting tools and dashboards to improve workload tracking and planning and directing workload according to best practice management and benchmarking. Overseeing the creation and maintenance of the unit's standard written procedures, including best practices to train staff to expand, improve and maintain quality service delivery for all stakeholders.
Routine Tasks Include The Following
Travel Request Management: Manage the submission of travel requests by thoroughly reviewing supporting forms and court orders to ensure strict adherence to agency guidelines. This role includes proactive coordination with all relevant stakeholders to guarantee the receipt of complete and accurate documentation before processing.
Approval Workflow Management: Manage the approval workflow by coordinating with stakeholders to collect, verify, and file all required authorization signatures and forms in accordance with policy.
Court-Ordered Accommodations Management: Manage the coordination with all relevant parties to ensure case-related travel requests fulfill all accommodations stipulated by the Court Order. All communication with requesters and stakeholders will be conducted with the utmost courtesy and professionalism.
Travel Logistics & Compliance Management: Manage the coordination with designated travel agencies to reserve all necessary transportation (air, rail, automotive, bus) and accommodations for both executive and case-related travel. This includes ensuring full compliance with all relevant regulations, particularly NYC Comptroller’s Directive #6 on Travel, Meals, Lodging, and Related Expenses.
Policy Compliance Management: Proactively manage liaising with key governmental partners, such as the NYC Mayor's Office (City Hall), to monitor, interpret, and ensure the agency's adherence to all updated executive travel guidelines and directives. Schedule and conduct necessary follow-up meetings, either virtually or in-person, to align procedures and resolve any compliance queries.
Client Inquiry & Feedback Management: Systematically manage the evaluation and response to all client inquiries and feedback regarding travel accommodations. This involves a thorough review of travel records, reports, and relevant policies to ensure accurate, compliant, and satisfactory resolutions.
Training & Development Management: Manage the development and delivery of training sessions (both virtual and in-person) to Child Protection leadership on agency travel procedures. The goal is to ensure the timely, accurate, and fully compliant submission of all travel requests and supporting documentation.
Data Analysis & Reporting Management: Manage the preparation of detailed spreadsheets and analytical reports for all case-related and executive travel. These reports will analyze borough-based usage, identify spending trends, and provide data-driven forecasts to support contract funding decisions and budgetary planning.
Process Improvement & Optimization Management: Manage the analysis of current workflows and make strategic recommendations to streamline the PASSPort and AIPTM invoice submission process. The goal is to enhance efficiency and ensure the consistent tracking and payment of all invoices within the mandated 30-day timeframe.
P-Card Compliance & Reconciliation Management: Manage comprehensive monthly reviews of all divisional procurement card (P-Card) purchases to ensure strict adherence to NYC Procurement Policy Board (PPB) Rules. This includes proactively liaising with cardholders and stakeholders to collect, verify, and file any missing or incomplete documentation required for audit and compliance purposes.
Stakeholder Communication Management: Manage prompt and professional response to all inquiries from vendors, contractors, program staff, and other stakeholders. All communications will be handled with courtesy, tact, and a focus on resolution.
Cross-Divisional Management: Proactively manage the coordination with key partners across multiple divisions, such as Procurement, Business Law, and Budget & Finance, to advance shared objectives. All communication will be conducted with respect, professionalism, and tact to foster effective working relationships.
Invoice Processing Management: Manage the systematic review, verification, and processing of all invoice submissions through the PASSPort and AIPTM financial systems. This includes ensuring accuracy, validating against contracts and purchase orders, and confirming proper authorization before finalizing payments.
Additional Information Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.
To Apply
Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID # 772763.
NO PHONE CALLS, FAXES OR PERSONAL INQUIRIES PERMITTED.
NOTE: ONLY CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.
PROCUREMENT ANALYST - 12158
Minimum Qualifications
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
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
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
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
Demonstrated experience in quantitative analysis and data analysis with large datasets
Ability to manage large projects with minimal supervision
Ability to multitask and prioritize projects
Strong interpersonal skills and experience working with business and technical stakeholders at all organizational levels
Exceptional listening, written, and verbal communication skills
Ability to tactfully address difficult topics with internal and external stakeholders
Experience successfully managing cross functional teams with varied business and technical backgrounds
Ability to coach and teach project staff in project management best practices
Project management experience developing online systems in network and cloud-based environments
Graduate degree preferred in economics, mathematics, statistics, finance, or a related field
Strong process improvement, analytical, project management, communication, and interpersonal skills
Familiarity with spreadsheet, database, presentation, statistical, project management, and word processing applications
Ability to manage multiple tasks in a fast paced work environment
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 https://studentaid.gov/pslf/.
Residency Requirement New 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.
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.
55,736.00 – 117,226.00
#J-18808-Ljbffr