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Job Description
The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP’s water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.
The Bureau of Water Supply seeks to hire an Administrative Staff Analyst for Strategic Services Division, Drinking Water Operations Directorate. Under direction, of the Deputy Director, Strategic Services, the Administrative Staff Analyst (NM) will serve as the Chief, Budget and Procurement and will lead the procurement and budget initiatives for the directorate.
The Strategic Services Division is responsible for the operation, maintenance and procurement of all water supply assets related to NYC Water Supply. The division also provides support for the Asset Management and Computerized Maintenance Management System (CMMS), leveraging technology to manage critical water supply assets through the implementation of corrective and preventive maintenance programs, inspection, and testing for the Bureau of Water Supply.
The Chief, Budget and Procurement serves as the lead on the identification and verification of data to determine the data complies with applicable agency, state and federal policies and procedures. They will be responsible for allocation of money, personnel and equipment to support Drinking Water Operations Directorate. The Chief, Budget and Procurement will direct and coordinate with assigned personnel to regulate processes related to budget work, procurement, economic research and studies to improve knowledge management within the directorate. They will negotiate prices by analyzing proposers’ costs, including labor, material, general and administrative expenses to achieve best in class pricing. This will include techniques such as comparing prices to other proposers within a competitive procurement; comparing prices to existing contracts, including citywide agreements for the same or similar services; reviewing proposers’ program plans for process efficiencies, and/or utilizing information such as indices published by the Bureau of Labor Statistics. Specific duties include:
- Providing supervision and support to staff responsible for administration of support contracts for the directorate. These staff include but not limited to trades, engineers, staff analysts, project managers, research scientists, computer specialist and clerical staff who develop new and or revise support contracts.
- Managing pre-solicitation review activities, evaluating solicitation documents and coordinating with facilities / end user personnel to ensure that their needs are satisfied in a timely, cost-effective manner.
- Evaluating the need for contractual services and work with the Bureau and Agency Chief Contracting Offices to define the scope of such services to select and evaluate appropriate vendors.
- Reviewing and approving contract/technical specifications to ensure compliance with the agency’s requirements and federal/state/city regulations before advertising.
- Reviewing submissions and/or drafting recommendations for contract awards, modifications, various procurement documents, and extensions of time on contracts.
- Updating Drinking Water Operations on engineering and operational problems relating to the procurement of goods, services, and construction and provide appropriate recommendations.
- Performing daily assignments using appropriate information technology applications for gathering vendor information and payment tracking.
- Performing contract and procurement administration functions that include but are not limited to Small Purchase Request Template for Competitive and Minority & Women Business Enterprise (MWBE) Purchases and Request for Proposal (RFP).
- Coordinating training activities for agency, operations and procurement staff and managing the procurement staff in daily activities.
- Assisting with planning, reviewing and auditing of all contractual work being performed relative to the respective service contracts and providing project management as needed.
- Representing the Deputy Director of Strategic Services in high level conferences and negotiations or performing research or supervising a unit engaged in research on novel and unusual problems which are extraordinary in one or more of the characteristics of size and capital cost, or requirements of professional competence and creativity, or major impact on the community and other important projects.
- Attending meetings, providing summary reports, reviewing project details and specifications to support operations involving changes or modifications to facility or water control systems, including support to ancillary treatment facilities.
- Liaising with other directorates within BWS and the Agency to leverage expert advice and coordination in completion of procurement and service contracts to include budgeting process and financial accountability.
- Preparing the annual spend plan and managing the budget for the maintenance programs and/or contracts. As required, candidate will complete and/or review payment packages for submission to Bureau Chief Contracting Officer.
Please note, while this position has been posted for Valhalla, NY, we may change it at the time of hire to accommodate the chosen candidate. Possible alternative reporting locations include Arkville, Grahamsville, Kingston, Queens or Shokan, NY.
(This is a brief description of what you might do in this position and does not include all the duties of this position.)
Minimum Qualifications
1. A master’s degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in “1” above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in “1” above.
Preferred Skills
– Experience with Microsoft Office 365 MS Office 365 suite including Word, Excel, Outlook, Power BI, SharePoint and PowerPoint – Experience with financial and information technology systems or databases – Ability to demonstrate critical thinking skills and effective independent data analysis. – Excellent oral and written communication skills – Ability to meet deadlines – Ability to be flexible in assignment of work responsibilities. – A basic understanding of drinking water treatment processes – An understanding of project management principals, specifically the procedures used by DEP – Analytical ability – Interpersonal skills – Technical writing expertise – Ability to work in high volume office – Ability to hold productive meetings yielding meeting notes with clear goals & action items – Time management and the ability to manage multiple projects simultaneously – Familiar with industry value added practices to perform Knowledge Management – Conscientious – Information sharing – Critical and analytical thinking – Driver’s license valid in the state of New York, maintained for the duration of employment. – Ability to travel throughout the 2,00 square mile watershed and New York City.
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 not required for this position.
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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