College Aide - Procurement and Contracts (2 positions)

Job description

The New York City Comptroller’s Office works to promote the financial health, integrity, and effectiveness of New York City government, in order to strengthen trust, secure a thriving future for all New Yorkers, and build a more just, equitable, and resilient city. Led by an independently elected citywide official, the comptroller’s office provides checks and balances needed to hold City government accountable for budgeting wisely, investing responsibly, operating efficiently, acting fairly, living up to its obligations and promises, and paying attention to the long-term challenges we face together. The Bureau of Administration is committed to delivering strategic support services to strengthen and empower Office of the New York City Comptroller employees as they work toward ensuring the City's fiscal health. We provide service and support in a manner that promotes communication, transparency, and collaboration. These services include Human Resources, Procurement, Payment, Facilities Management, and Budget Management. The Bureau of Administration is committed to delivering strategic support services to strengthen and empower the Office of the New York City Comptroller to manage and support our employees as they work toward ensuring the City's fiscal health. We provide service and support in a manner that promotes communication, transparency, and collaboration. These services include Human Resources, Procurement, Payment, Facilities Management, and Budget Management. Under the supervision of the Agency Chief Contracting Officer, the College Aide - Procurement and Contracts will manage projects and tasks, ensuring they are completed in a timely manner and that the specifications are current and appropriate. Responsibilities include but are not limited to the following: - Assist ACCO with monitoring contract management life-cycle with follow-up to ensure tasks are progressing and completed as required, including monitoring contract burn-rate, encumbrances, and year end close outs. - Collaborate with Comptroller’s Bureaus to troubleshoot issues on behalf of the ACCO, including intake of escalations/expedite requests. - Assist Central Purchasing with requisition submissions, invoice reconciliations, requests for quotes, and purchase orders. - Ensure requests for goods and services capture all relevant details, confirm specifications, including (but not limited to) quantity, timing, delivery instructions, invoicing requirements, payment structure, etc. - Run, analyze and summarize reports for ACCO review and guidance, engaging with colleagues for necessary updates and action. - Gather and review contract and compliance documents for submission to relevant oversights, including processing related work in the City’s Financial Management System (FMS), OCP, OAISIS, PASSPort, City Record Online (CROL), and other related City and external systems. - Manage vendor relationships including conducting outreach and obtaining necessary documentation related to contract processing and payments. - Prepare and review Responsibility Determinations and annual Vendor Performance Evaluations in PASSPort and other relevant systems. - Perform other related assignments and special projects as required. QUALIFICATION REQUIREMENT: Matriculation at an accredited college. Employment is conditioned upon continuance as a student in college. Applicants must be enrolled in an accredited undergraduate degree program for the Fall 2026 semester. This position is ideal for college students pursuing majors/minors in the fields of Business Administration, Accounting, Finance, or related fields. Selected Candidate may work up to a maximum of 17.5 hours per week. COLLEGE AIDE (ALL CITY DEPTS) - 10209 For Assignment Level I: Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school. For Assignment Level II (Information Technology): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study. For Assignment Level III (Information Technology Fellow): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications. SPECIAL NOTE Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods. 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.