Position Summary: The New York City Public Schools (NYCPS) is the largest in the country, composed of approximately 1 million students and 75,000+ teachers in over 1,600 schools. The Division of Family Partnership and Community Support (DFPCS) is committed to educational equity, providing all students with the individual support they need to succeed. As part of this, DFPCS recognizes the importance of partnerships and the necessity of holistically supporting the whole child and family. DFPCS’s program teams supports: Attendance improvement and dropout prevention initiatives; attendance policy and Every Student Every Day practices across the schools system; Community Schools initiatives with over 200 contracts; Students in Temporary Housing and Foster Care supports and programming, School Wellness programming; and supports most school based afterschool programs across the City, including serving as the primary liaison with the City’s Department of Youth and Community Development (DYCD).
As a key member of the Division of Family Partnership and Community Support’s Finance and Operations team, the Procurement Manager supports the fiscal and operational administration of programs within the Division of Family Partnership and Community Support. Under the direction of the Senior Director of Finance and Operations, with wide latitude for the exercise of independent judgment, the position monitors program budgets, coordinates procurement and invoicing processes, and maintains financial and operational reporting systems, that support programming implementation. Performs related work.
Reports to: Senior Director of Finance and Operations
Direct Reports: Operations Coordinator
Key Relationships: Divisional Leadership, program staff, and various NYCPS divisions, including but not limited to the Division of Financial Operations, the Division of Contracts and Purchasing, Division of Instructional and Information Technology, Community Based Organizations, and non-contracted vendors.
Responsibilities
Budget Monitoring
- Assist with monitoring program spending plans and expenditures including pedagogic per session across the Division, to support program implementation and strategic decision making.
- Generate procurement reports to review trends and recommend modifications to effectively and efficiently utilize available funding.
Procurement
- Direct and guide the work of and ensure quality of deliverables of Operations Coordinator.
- Execute large scale purchase orders for services for various program office needs; work to ensure compliance with funding source mandates and confirm accuracy of procurement requirements.
- Manage and track temporary worker consultant budget and procurement through the 22nd Century Technologies Inc, agency vendor system.
- Coordinate out of town conference travel including collecting Travel Reimbursement and Approval Certification (TRAC) system submissions, booking and travel forms for the agency’s Travel Unit process.
- Review processes of Multi‑Task Award Contracts (MTAC) for programs utilizing CBOs.
Invoicing and Payment Management
- Manage certification, audit and process invoices for payment upon receipt of goods and services utilized by the office.
- Review program materials and fiscal documents to ensure all required items are included prior to submission for Accounts Payable processing in Polaris.
- Work in conjunction with the Division of Financial Operations Accounts Payable unit to follow up on purchase order certification of delivery of goods and services to ensure that CBOs and vendors are paid in a timely manner.
- Administer the auditing and processing of payments for travel reimbursement expenses by office staff, utilizing TRAC and FAMIS systems.
- Assist with fiscal year end reconciliation and closing out balances for DFPCS funded programs, including verifying expenditures, resolving discrepancies, and preparing documentation.
System Management
- Maintain a series of fiscal database trackers ensuring accurate and timely entries of fiscal transactions in conjunction with NYCPS financial systems.
- Identify and recommend improvements to streamline program workflows, procurement processes, and communication procedures across DFPCS teams.
Compliance
- Provide technical assistance and trainings to program teams on fiscal and purchasing guidelines, invoicing documentation and best practices as outlined in Finance and Operations guide.
- Ensure compliance with agency standard operating procedures manual (SOPM) and maintain the office’s financial files efficiently and effectively.
- Ensure procurement compliance with City, State, and Federal regulations in alignment with funding sources.
- Assist with the Minority/Women Business Owned Enterprises (M/WBE) compliance documentation and reports for New York state grant funding programs.
- Assist with compiling documentation for monitoring reviews or audits conducted by external oversight agencies, e.g., NYC Comptroller’s Office and NYS Education Department.
Operational Coordination
- Review inventory managed by Procurement Coordinator to ensure program teams are accurately reporting based on procurement records and maintaining equipment in line with best practices.
Qualification Requirements:
Minimum
- 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, or a closely related field; or
- A baccalaureate degree from an accredited college 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 areas: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in 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, social services program planning/evaluation, or fiscal management.
Preferred
- Possess strong analytical, problem solving, organizational, and effective spoken and written communications skills.
- Knowledge of the NYCPS policies and procedures.
- Proficient in Microsoft Office 365 applications.
- Attentive to detail, extremely well organized, ability to work under pressure and meet frequent and changing deadlines.
- Capability to prioritize, work independently and handle many responsibilities simultaneously, and provide follow up.
- Excellent interpersonal skills with the ability to build professional, collaborative and trusting relationships with internal and external stakeholders.
- Proven skill in overseeing and supporting the work of others.
- Ability to create and facilitate training that improves performance, knowledge, and consistency.
- Familiarity with NYCPS systems, including FAMIS, Polaris, Cognos, TRAC, and LCGMS.
- Knowledge of NYCPS Standard Operating Procedures (SOP) for procurement.
Salary: $86,755 - $90,525
(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.
* New York City Residency is NOT Required *
We encourage all applicants from the New York City tri-state area to apply. |
DOE Non- Discrimination Policy
The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.
REQUESTING AN ACCOMMODATION - APPLICANTS
Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process. If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing ODA@schools.nyc.gov. The determination of the accommodation request will be communicated to the applicant in writing.
https://infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025---accommodations.pdf |
