Deputy Division Chief, Contract Registration

INTERNAL APPLICANTS ONLY: This position is open only to current employees of the Office of the Comptroller of the City of New York currently serving in permanent (not provisional) civil service titles of either Procurement Analyst, Administrative Procurement Analyst, Associate Staff Analyst, Administrative Staff Analyst, Principal Administrative Associate, or Administrative Manager. Employees who are currently reachable on the civil service lists for the titles mentioned above are also eligible to apply.

Please clearly indicate your permanent civil service title and/or your list number on the civil service exams for the titles mentioned above on your resume and cover letter.

The New York City Comptroller’s Office works to promote the financial health, integrity, and effectiveness of New York City government, in order to strengthen trust, secure a thriving future for all New Yorkers, and build a more just, equitable, and resilient city. Led by an independently elected citywide official, the comptroller’s office provides checks and balances needed to hold City government accountable for budgeting wisely, investing responsibly, operating efficiently, acting fairly, living up to its obligations and promises, and paying attention to the long-term challenges we face together.

The Bureau of Contract Administration (BCA) is responsible for reviewing and approving City contracts and agreements before they are legally effective unless this authority has been delegated to city agencies or is otherwise not legally required. The City Charter gives BCA up to 30 calendar days to review contracts and agreements. During this period, BCA ensures that appropriate funds exist for the city to make payments to vendors, confirms that the contracting agency followed proper procurement rules, and that there was no corruption in the decision-making process. BCA also ensures that contracting agencies have checked vendors looking to do business with the City and that vendors are operating in good standing and eligible to be awarded a city contract.

The Comptroller's Bureau of Contract Administration (BCA), in accordance with the NYC Charter, is responsible for reviewing all contract actions including, but not limited to, contracts, contract amendments, leases and concessions entered into between City agencies and vendors to determine whether the particular actions should be registered. BCA's Contract Registration (CR) Division is charged with reviewing and registering City contracts including, but not limited to, contract amendments, assignments, leases, concessions and franchises between City agencies and vendors to ensure compliance with all applicable requirements of the NYC Charter, Procurement Policy Board (PPB) Rules, Comptroller Directives and other City, State, and Federal mandates.

Responsibilities include, but are not limited to, the following:

• Managing the distribution and review of a high volume of City contracts along with associated contracting procedures and related activities to determine whether a particular action should be registered;
• Supervising and coordinating with the CR Senior Division Chief the workload of contracting actions assigned to the CR Division; planning and coordinating Division operations amongst CR units to ensure compliance with the most current rules and statutes governing procurement;
• Reviewing daily and long-term contract related reports to ensure all contracts are registered accurately and on time; conducting audits on contracts reviewed and their associated documentation and materials;
• Reviewing all aspects of a contract submission, including agency pre-solicitation reports, solicitations, recommendations for award, responsibility determinations and contractor performance evaluations, to determine whether there may be possible corruption in the letting of the contract or whether the proposed contractor is involved in corrupt activities;
• Assisting in formulating research plans as well as recommending and implementing approved risk mitigation strategies to prevent fraud or mismanagement within the City's procurement process;
• Providing guidance and supervision to subordinates, resolving contract review issues according to procurement rules and office procedures; reviewing FMS data entry for completeness and accuracy in preparation for contract registration;
• Drafting letters, reports and memoranda with respect to the above-referenced contract registration review duties; representing BCA at inter and intra-agency meetings; and, performing other related special projects and analyses, as assigned;
• Special projects researching and evaluating contract matters of a complex or highly technical nature; and, performing other related assignments as required.

QUALIFICATIONS / PERMANENT CS TITLE REQUIREMENTS:

This position is open only to current employees of the Office of the Comptroller of the City of New York currently serving in permanent (not provisional) civil service titles of either Procurement Analyst, Administrative Procurement Analyst, Associate Staff Analyst, Administrative Staff Analyst, Principal Administrative Associate, or Administrative Manager. Employees who are currently reachable on the civil service lists for the titles mentioned above are also eligible to apply. Please clearly indicate your permanent civil service title and/or your list number on the civil service exams for the titles mentioned above on your resume and cover letter.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or

2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above. Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Preferred Skills

• Familiarity with the City’s contracting rules and statutes, the Procurement Policy Board, as well as general government and regulatory compliance operations, including legal, regulatory, and financial requirements.
• Familiarity with the City’s IT systems and databases, including procurement systems such as PASSPort and FMS.
• Experience in administering complex and specialized contract reviews.
• Demonstrated experience preparing clear, concise, and accurate analytical reports, including the provision of recommendations for review, creation, and modification of policies and procedures.
• Excellent analytical, interpersonal, communication and organizational skills (including Microsoft Office Suite proficiency) and the ability to interact with all levels of management.
• Ability to work effectively in a fast-paced environment while managing multiple priorities.

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

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.

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