Analyst, Procurement Operations at City of New York in New York, NY, United States

Job description

• The Mayor's Office of Contract Services (MOCS) is a New York City oversight and service agency that manages procurement citywide, from planning and release of agency solicitations to payment of vendors. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS therefore aims to ensure that the procurement process remains fair, transparent, efficient and cost-effective.
• MOCS makes it easier to do business through use of end-to-end technology tools, increases transparency by publication of enriched data and hosting public hearings, and strengthens procurement operations by providing direct assistance and resources to all stakeholders. MOCS also partners with agencies and vendors to identify areas for policy reform, resulting in ongoing process improvement to reduce administrative burdens and increase the positive impact of services on communities. The MOCS Director serves as the City Chief Procurement Officer.
• MOCS team members operate in a collaborative, service-oriented environment, where flexibility and ability to achieve results are valued. Analysts perform a range of defined tasks assigned by supervisors. All MOCS analysts are expected to deliver timely and quality work products and services, participate in ongoing improvement activities, proactively deepen their knowledge of procurement and government operations, and will use modern technology software and hardware to complete daily duties. Analysts also collaborate with other team members to implement projects, help to maintain and/or analyze operational data, and interact with external stakeholders.
• The Procurement Operations Division is comprised of task forces that support the City’s mayoral agencies across all industry categories. The Procurement Operations Division is tasked with optimizing the procurement process by onboarding City Agencies and vendors, including nonprofits and Minority Women-owned Business Enterprises, to the Procurement and Sourcing Solutions Portal (PASSPort), supporting policy initiatives to cultivate a fair, responsible and timely procurement process, and facilitating sourcing, contracting & financial related transactions and customer support.

Responsibilities

• Compliance & Advisory Services
• - Review and assess complex and diverse procurement submissions of assigned City agencies, including but not limited to, pre-solicitation reviews, contract awards, and budget configurations; making appropriate recommendations for approval and/or follow-up actions to the Associate, Assistant and Deputy Directors.
• - Evaluate and assess procurement documents for compliance with the City Charter, Procurement Policy Board rules, Comptroller’s Directives and Mayor’s Office of Contracts policies and procedures.
• - Assist with solicitation development, including protocol development; solicitation document drafting, copyediting, and system configuration; and pre- and post-solicitation review
• As part of procurement planning assist with financial tasks including budget configurations and invoice review configurations
• Design Support
• - Support the design and implementation of system releases for the Procurement and Sourcing Solutions Portal (PASSPort) application
• - Work with the technical team and systems integrator to continuously improve the PASSPort and HHS Accelerator applications through engagement and feedback understanding the needs of end users, system testing and prioritization of enhancements
• - Support business process reengineering and technology development to improve the procurement process
• Engagement Support
• - Act as a liaison and provide customer assistance, guidance, and support in timeliness of procurement actions to the key Agency procurement staff
• - Collect and analyze feedback, emphasizing the behavioral experience of stakeholders
• - Facilitate change management, technical troubleshooting and system guidance of the PASSPort system to the City Agencies
• Materials Development
• - Assist in the development of tools and resources, including guides, job aids, standard and customized templates, with aim towards citywide replication
• -Ongoing professional development to strengthen skills and increase knowledge in relevant areas of procurement, technology, government operations, public policy and people and change management.
• -Understand issues affecting relevant stakeholder groups, including but not limited to covered city agencies, Minority and Women-owned Business Enterprises (M/WBEs), nonprofits, etc.
• Special Projects
• - Participate in cross-division and cross-agency projects, including vendor and procurement management activities and support
• - Perform special projects and reports as assigned

Requirements

• 1. Graduation from an accredited college with a baccalaureate degree; or
• 2. Graduation from an accredited community college plus two years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities; or
• 3. A four year high school diploma or its educational equivalent plus four years of experience as described in "2" above; or
• 4. A satisfactory equivalent combination of education and experience.
• Demonstrate competency and/or history of consistent quality performance in the following areas of responsibility:
• - Meet deadlines and work independently while paying close attention to details
• - Establish relationships quickly and maximize positive team dynamics
• - Succinctly and effectively communicate verbally and in writing
• - Distill complex material, present information and make actionable recommendations
• - Accurately and consistently document data on stakeholder experience and escalate critical issues
• - Analyze data and summarize research to support ongoing improvement in operations and service
• - Educate stakeholders about various procurement and government operations topics and tools and
• - Engage and support stakeholders through all phases of procurement and change

Skills

Required

• System testing
• Data analysis
• Technical troubleshooting
• System configuration