Procurement Analyst

About HPD:

The New York City Department of Housing Preservation and Development (HPD) is the nation’s largest municipal housing preservation and development agency. Its mission is to promote quality and affordability in the city's housing, and diversity and strength in the city’s neighborhoods because every New Yorker deserves a safe, affordable place to live in a neighborhood they love.

HPD is entrusted with fulfilling these objectives through the goals and strategies of Housing Our Neighbors: A Blueprint for Housing and Homelessness, Mayor Adams’ comprehensive housing framework. HPD is committed to reducing administrative and regulatory barriers and make investments to tackle New York City’s complex housing crisis, by addressing homelessness and housing instability, promoting economic stability and mobility, increasing homeownership opportunities, improving health and safety, and increasing opportunities for equitable growth.

Your Team:

The Office of Housing Access and Stability (“HAS”) consists of the divisions of Housing Opportunity, Tenant and Owner Resources, Housing Stability, Budget and Program Operations, and Program Policy and Innovation. The mission of the office is to ensure fair, efficient, and transparent access to affordable housing. The Office provides subsidies, placement services, and tools that connect New Yorkers to affordable housing and ensures vulnerable households in subsidized housing have the support they need to be safely housed. Housing Access is committed to expanding housing choices, affirmatively furthering fair housing, and stabilizing the financial health of buildings.

The Division of Budget and Program Operations (BPO) within the Office of Housing Access and Stability provides support services to the Division of Housing Opportunity, Division of Tenant and Owner Resources, the Division of Housing Stability, and the Division of Policy and Program Innovation. BPO assists with monitoring and supporting program budgeting and planning, including both staffing and procurement support. The Division also manage the Housing Quality Enforcement and related inspection functions for the Office. In addition, the BPO team coordinates technology initiatives and analytics across the Office in coordination with key technology stakeholders across the agency, providing support on key systems to internal and external stakeholders.

Your Impact:

Under general supervision of the Director of Budget, Program Operations & Housing Quality Standards, with considerable latitude for independent initiative and decision making, performs very responsible and highly complex or supervisory work in purchasing goods and services by processing procurement documents and contracts; confers with, advises and coordinates operational, technical and professional staff in the procurement process; performs complex professional/supervisory work involved in the development and management of contracts for services.

Your Role:

The selected candidate will serve as a Procurement Analyst reporting to the Director of Budget, Program Operations and Housing Quality Enforcement. The candidate will be responsible for developing and conducting complex procurements utilizing various procurement methods, such as competitive sealed proposals/request for proposals, sole source, and subscription methods. The candidate will work with key stakeholders on gathering supporting documents and obtained oversight approvals. The role will conduct pre-bid conferences to clarify potential offerings and responded to vendor inquiries. In addition to ensuring that contract proposals meet the division’s requirements and all relevant federal/state/city guidelines.

This role requires management of the full cycle of contracts from inception to completion, ensuring all required processes are fulfilled. The candidate will be responsible for processing all procurement and contract actions from request to registration and managed contracts post registration to performance evaluation. All contracting functions are performed in PASSPort. While monitoring and tracking contract registrations in the Financial Management System (FMS).

Your Responsibilities:

-Reviews purchasing requisitions, procurement, and contract documents by checking descriptions and specifications to determine their accuracy and adequacy. Consults with appropriate agency staff to adjust possible discrepancies. Participates in preparation such as small purchase solicitations and the solicitation of bids and suggests possible sources of supply.
-Obtains data needed in the preparation of invitations for bid and requests for proposal and determines appropriate solicitation procedures. Prepares documents for bid and/or proposal solicitations and for processing of contract awards, registrations, and modifications; organizes bidders' packages for solicitations; and solicits bids and proposals from potential contractors.
-Coordinates with key stakeholders in developing the scope of services for procurements and other requirement gathering activities need to ensure procurements align with business needs.
-Reviews bids and proposals submitted by vendor/providers to ensure conformity to agency, city, state and federal requirements.
-Prepares required procurement documentation. Reviews bid offerings; selects lowest bidder; prepares recommendations for awards. Prepares, reviews, and modifies routine contract specifications and conditions of purchase; participates in contract negotiations.
-Follows up on problems regarding delivery of goods and services and prepares periodic progress reports on procurement status. Makes reports on contractors' performance. May acts as primary liaison between the agency and contractors, vendors, and business representatives.
-To ensure contract compliance, monitors the performance of contractors, reviews standard reporting documents, and coordinates on providing audit responses.
-Prepares solicitation documents required for all methods of procurement of routine or moderate complexity. May develop descriptions and specifications to establish routine requirement/system contracts for City or Agency-wide use.
-Monitors the operations of funded programs to ensure contract compliance and assists contractors in developing more efficient/effective approaches to program administration. Reviews statistical and budgetary data submitted by contract agencies. Prepares fiscal summary reports; may make recommendations to supervisory staff concerning provision of additional funding or defunding of existing programs/contracts.
-Reviews bids and quotations to determine most reasonable price in relation to market conditions; examines samples of items to determine compliance with specifications or standards, accepting substitute items when appropriate.
-Makes recommendations for contract awards, including sole source contracts, contract modifications, and formal requests for time extensions for procurement activities of greater complexity and scope.
-Prepares specifications and documents required for all solicitation methods, Requirements Contracts, and other highly complex and specialized purchases; items authorized by executive management.
-Develop and monitor reports needed to monitor the procurement process, vendor management, or any other report deemed necessary.
-Assists with post-procurement activities, such is invoicing, vendor/contractor communications and coordination, or other tasks needed to ensure effective contract management.
-Responsible for working on tasks and special projects assigned by the Director and/or executive management.
-Attend trainings and liaison meetings with both internal and external partners.

Preferred skills:
-Knowledge of Federal, City, State and Agency financial systems and processes
-Experienced with project management, organizational, analytical, quantitative, and qualitative skills.
-Exceptional interpersonal communication skills
-Comfort with technology, including Microsoft Office suite (Word, Excel, Access, PowerPoint, Visio) and other analytical, process or flowchart, and other tools and data systems.
-Knowledge of Section 8 and other rental subsidies, and federal, state, and local housing laws and regulations
-Experience with FMS and PASSPort

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

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 class="jobad-residencyRequirement"> Residency RequirementNew 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.

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