Due to active promotional list, Open to permanent DOHMH employees only.
The Bureau of Facilities Planning and Administrative Services provides critical and comprehensive support for our division and agency in the areas of fiscal and contract administration, facilities planning and space management, customer service, Travel Desk services, Materials and Records management and Fleet management. The Bureau develops relevant procurement and fiscal strategies to meet the logistical needs of the Agency so we can function effectively and ensure quality delivery of public health services to all New Yorkers.
DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:
Proposed Duties
- Manage staff that create MWBE and other purchase requests to procure goods and services needed to repair, renovate and upgrade Agency spaces, owned and leased sites.
- Monitor major service contracts, working with project managers to coordinate work orders and encumber funding; submit and track actions in financial systems.
- Work closely with Budget and Contracts staff to facilitate payments, developing close working relationships with vendor bookkeeping offices.
- Work with vendors to facilitate submission of required supporting documents to accompany invoices for payment by Fiscal management.
- Meet with vendors, on a regular basis, to work through payment issues and provide status reconciliations.
- Work with the Executive Directors of Facility Planning and Budget to map out project portfolio for a given fiscal year and develop successful monitoring strategies and protocols to lessen accruals and facilitate payments to vendors throughout the fiscal year.
PREFERRED SKILLS:
- At least 5 years of experience working with facilities trade vendor contracts.
- At least 5 years of experience processing invoices.
- Strong knowledge of City of New York procurement rules.
- Familiarity with City of New York financial systems (Passport, etc.).
- Experience working with City of New York capital budget and administration
- Experience drafting work orders for facilities trade vendors.
- Ability to reconcile contract terms with vendor invoices.
- Experience supervising staff.
- Experience with budget planning including spending estimates.
- Ability to work under pressure to process a high volume of invoices for multimillion-dollar projects.
Why you should work for us:
- Loan Forgiveness: As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website (https://studentaid.gov/pslf/)
- Benefits: City employees are entitled to unmatched benefits such as:
o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
o a public sector defined benefit pension plan with steady monthly payments in retirement.
o a tax-deferred savings program and
o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
- Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
- Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.
Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.
Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!
Commitment to Equity:
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.
The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [email protected] or 347-396-6549.
ASSOCIATE STAFF ANALYST - 12627