Position Summary: The New York City Department of Education is the largest school system in the nation, with more than 1.1 million students, 135,000 employees, and an annual operating budget of $21.8 billion. The Division of Specialized Instruction and Student Support (DSISS) serves students with a range of disabilities, from the mildest to the most involved. The vast majority of our students who receive special education supports and services are taught in the same schools and classes as their peers who do not have disabilities. Students in Districts 1 to 32 are served by the Special Education Office (SEO); students in non-public (private, parochial) and charter schools are served by the Committees on Special Education (CSEs); and students with disabilities requiring more intensive supports and services are often served by District 75 (D75). This division is committed to ensuring the support and success of all learners by providing access to all schools, developing high quality Individual Education Plans (IEPs), implementing positive behavior supports and shaping effective transition plans through the work of A Shared Path to Success.
The Special Education Office (SEO) seeks a Contracts and Budget Manager to support workstreams related to contracts, procurement, and budget management. This position reports to the Director of Budget and supports both the Senior Executive Director and Chief Executive Director, as well as senior members of the office. Performs related work.
Reports to: Director of Budget
Direct Reports: N/A
Key Relationships: Works primarily with the Director of Budget and other members of the Office of Operations; works with all levels of the SEO to gather information, explain processes and procedures, and provide reports and updates; liaises closely with the Division of Contracts and Purchasing (DCP); works with the Division of Budget Operations and Review (DBOR) with the guidance of the Director of Budget.
- Collaborates with the Director of Budget on confidential and sensitive matters, including maintaining documents related to salary and compensation changes, performance management documents, and confidential discussions; contributes data and analyses to this decision-making process.
- Participates in budget policy discussions with the Director of Budget, Senior Executive Director of Operations, Chief Executive Director and Chief Executive Director’s office regarding the annual budget planning process and prioritization of financial activities to ensure that the budget for students with disabilities is maximized.
- Advises and supports the Director of Budget in forecasting, projecting, and reporting on a monthly, quarterly, and annual basis.
- Works with the Director of Budget on furnishing an annual report, including a written narrative on budget policy decisions, and the impact and reach of these budget decisions for students, educators and staff.
- Develops policies to streamline and improve operational services throughout the SEO.
- Works with SEO internal program managers and team leads on the entire contracting process for all contracting needs.
- Provides clear and helpful guidance to SEO-internal program managers and team leads on the contracting process.
- Creates and maintains a repository of SEO vendors and contracted vendors, including dates of contract expiration, vendor contract files, master agreements and addendums, vendor contact information, work plans and budgets.
- Leads SEO-internal program managers and team leads through the process of working with identified vendors, contracted vendors.
- Liaises with non-contracted vendors on the process to become a vendor or contracted vendor.
- Works with SEO-internal program managers and team leads to develop language for RFPs, MTACs and Requests for Bids; works with DCP and sees the process through to approval of these items.
- Supports SEO-internal program managers and DCP in vendor negotiations.
- Develops and provides work plan templates and invoice templates to SEO-internal program managers and team leads, as well as vendors.
- Answers questions related to the purchasing and contracting process.
- Develops, maintains and provides monthly reports to program managers and team leads on progress against annual plans.
- Monitors procurement status, reviews budgetary data and ensures that all purchased services align to work plans, invoices, rules and regulations, and programmatic vision for the delivery of those services.
- Designs, maintains and provides reports to facilitate monthly, quarterly and annual review.
- Works with program manager for Request for Proposal (RFP) and MTAC approval.
- Prepares, reviews and releases various solicitations, e.g., RFP’s, MTAC’s, and Request for Bids related to the procurement professional services.
- Designs reports and various forms to facilitate contract and fiscal reviews.
- Trains the program manager on the use of the MTAC tool database.
- Develops narratives as needed for DCP or the PEP.
- Attends Contract Manager trainings held by DCP; stays current on changes to DCP rules and regulations; applies knowledge of contracting and procurement rules to the job; develops a high level of accountability and knowledge in others within the SEO.
- Supports the day-to-day execution of budget transactions, including allocating, scheduling, encumbering and modifying funds in Galaxy; also assists with vacancy creation and bulk job creation as needed.
- Provides financial analysis on overtime, compensatory time, salaries, trends in spending, OTPS, tax levy and reimbursable, expenditure use, year-over-year comparisons, and develops accompanying narratives.
- Maintains a detailed account of all annual expenditures, providing reports in real-time if necessary.
- Manages the adoption and refinement of new systems and processes.
- Works with the Employee Information System (EIS), the Financial Accounting Management Information System (FAMIS) and APRL, (the Administrative Employee Payroll System) to support all personnel and financial related matters as necessary.
- Supports all budget initiatives, analysis, communication and planning, including the production of monthly and quarterly reports; communicates budget issues and modification deadlines.
- Oversees the development of annual master planning, spending plans, cabinet member reports and other activities related to fiscal planning.
- Collaborates with the Director of Budget in the management of the operational budget to ensure the responsible use of tax levy, reimbursable and grant funds; supports the identification and research of new funding opportunities.
- Adheres to all programmatic and operating policies to ensure appropriate organizational decision-making.
- 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, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) 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, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
- A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
- Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.
- Excellent articulation of points, both oral and written; an on-site writing sample will be requested.
- Systems and process focus, with concrete examples of systems the candidate has created and refined.
- Motivated, ambitious, and a self-starter attitude; consistently goes above and beyond to do more.
- Orientation to provide strong customer service.
- Knowledge of the DOE/city contracts process; experience administering DOE/city contracts on behalf of a program office or otherwise.
- General procurement and budget experience.
- Examples of financial reports created and refined in the past.
- Knowledge of DOE policy and procedures and the ability to interpret and apply polices effectively.
- Ability to build relationships with diverse constituencies.
- Very strong MS Excel skills.
- MS Access skills.
Salary: $78,570 - $90,000
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)
Please include a resume and cover letter with your application.
NOTE: The filling of all positions is subject to budget availability and/or grant funding.
DOE Non- Discrimination Policy
It is the policy of the Department of Education of the City of New York to provide equal employment opportunities without regard to actual or perceived race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, unemployment status, caregiver status, consumer credit history, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. For more information, please refer to the DOE Non-Discrimination Policy.