Job Description

APPLICANTS MUST BE PERMANENT IN THE ASSOCIATE CONTRACT SPECIALIST

The Homelessness Prevention Administration (HPA) was established in 2014 and has since played an essential role in the City’s overall eviction and homelessness prevention efforts to combat housing instability to help New Yorkers stay housed. HPA Office of Prevention and Housing Assistance (PHA) is primarily responsible for administration of the CityFHEPS rental subsidy program, the contracted in-community Homebase eviction prevention program and for new developments and an expanding continuum of homelessness prevention programing and contracts. PHA is currently comprised of the following units -The Rental Assistance Programs (RAP), the HOME Tenant-Based Rental Assistance Program (HOME TBRA), and the Office of Prevention and Community Support (PCS) and its expanding unit for Contracts (Homebase, Phase I,2,3-Cluster/Master Lease, City Council Discretionary Awards and Special Housing Assistance Resource (SHARE).

Under administrative supervision with latitude for the exercise of independent judgement and decision making, performs complex professional/supervisory work in the development and management of PHA CAP contract Portfolio.

The PHA-CAP is recruiting for one (1) Associate Contract Specialist to function as the Senior Contract Specialist, who will:

• Supervise and coordinate the day-to-day activity of the newly procured contracts. Supervise the first of its kind “SHARE” program and contract- a state funded rental resource for longest stayers in the city’s shelter system and not eligible other government programs. Supervise post award activities including liaising between PHA-CAP and Office of Legal Affairs (OLA), Agency’s Chief Contracting Office (ACCO), Office of Budget Administration (OBA), Office of Financial Services, and Contractor by answering questions clarifying programmatic and funding requirements to inform contract development and contract registration. Liaise between the Contractor, PHA CAP and Department of Homelessness Services (DHS) to establish and maintain strong communication and support contract service delivery in a timely manner.

• Liaise with Contractor and agency Information Technology System (ITS), Office of Planning and Performance Management (OPPM) and Office of Audit Services (OAS to formulate database and reporting systems and formats that meet agency requirement for sharing confidential information and support review and analysis of constituent population service needs and programming activities. Share information with new contractor to inform compliance with NYC Procurement Policy Board Rules and Agency procedures to facilitate the timely delivery of contracted goods and services. Chief Contracting Office (ACCO), Office of Budget Administration (OBA), Office of Financial Services, and Office of Legal Affairs (OLA) by answering questions clarifying programmatic and funding requirements related to complex contracting and fiscal actions, in order to ensure compliance with NYC Procurement Policy Board Rules and Agency procedures to facilitate the timely delivery of contracted goods and services.

• Responsible for the initial review, analysis, verification, and validation of financial actions, including purchase order change requests and invoices submitted by contracted providers. Ensure timely processing of review and approval. Ensure all contract certification of funds are accurate and assist in the management, preparation, and submission of encumbrance reports. Ensure compliance with all City policies and procedures governing financial management. Responsible for the initial review and approval of contract start-up, budgets modifications, and close-out, contract monthly invoicing. Specifically for the SHARE contract – primary Level-I Review and Approval of start-up and close-out, and modification budgets and Level-I review approval of contract monthly invoicing. May also provide coverage for level I sign off for other PHA – CAP contracts.

• Evaluate contract performance report for administrative review and submission of monthly, and quarterly reports to the state. Prepare summary reports for administrative review along with recommendation to continue funding and or provide additional funding. Represent PHA CAP at meetings with the Agency’s support divisions to discuss, review and follow-up on critical issues related to contract compliance, fiscal process, and programing. May supervise staff and complex research and/or participate in special projects as assigned.

Work Location: 4 WTC, NY, NY, 10007

Hours: 9:00 am – 5:00 pm

Qualifications

1. A baccalaureate degree from an accredited college and two years of full-time satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, fiscal/financial management, or project management; or

2. A four year high school diploma, or its educational equivalent, and six years of full-time, satisfactory professional, technical or administrative work experience in one or more of the fields cited above; or

3. Education and/or experience equivalent to "1" or "2" above. College credits obtained from an accredited college may be substituted for experience on the basis of 30 college semester credits for one year of experience as described in "1" above.

However, all candidate must have at least a four-year high school diploma or its educational equivalent and at least two years of full-time experience as described in "1" 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.