Senior Contract Manager

Job description

Company Description Job Description ABOUT THE CAMPAIGN FINANCE BOARD The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation. We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters’ doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government. We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust. ABOUT THE DEPARTMENT The Operations and Finance division is responsible for the financial, procurement & administrative aspects that support agency-wide operations. Procurement & Contract Management (PCM) is responsible for managing the lifecycle of contracts and other procurements that involve acquiring goods and services the Campaign Finance Board. PCM ensures the agency complies with all applicable laws that drive the procurement process as indicated in the Charter of the City of New York (Charter), the Procurement Policy Board Rules (PPB Rules), and the New York City Comptroller’s Directives. PCM ensures that CFB and its divisions have the necessary procurements and support in place that allows the agency to meet its critical mission in making our local democracy more open, transparent and equitable. PCM partners with the various CFB divisions to provide guidance on procurement functions, so that the various divisions can focus on their core functions in support of the agency’s vision statement. PCM’s portfolio spans a range of contract types and vendor relationships, including technology goods and services, professional services, and operational support contracts, reflecting the agency’s growing reliance on digital tools and data-driven solutions to fulfill its mission. JOB DESCRIPTION Reporting to the Director, Contract Management, the selected candidate will be embedded with the divisions they support, developing a deep understanding of each division’s work, priorities, and operational needs. We are seeking someone with demonstrated experience managing technology contracts across the full lifecycle from procurement solicitation and vendor selection through contract execution, performance monitoring, and closeout in direct support of CFB’s ongoing modernization efforts. While the primary focus of this role is technology-related solicitations and contracts, the selected candidate will also be responsible for managing a range of non-technology procurements including professional services, operational, and administrative contracts, and must demonstrate the ability to manage both with equal diligence and attention to compliance. This is a senior-level position requiring a minimum of three years of city government contract management experience, and is designed for a procurement professional ready to operate independently, lead complex solicitations, and serve as a trusted advisor to the divisions they support. Responsibilities include but are not limited to: - Lead procurement actions for CFB divisions and their external partners, including sole-source procurements, Memoranda of Understanding (MOUs), small purchase solicitations, and large competitive bids and procurements. - Manage the preparation, review, and processing of purchase requisitions and procurement documents including contracts, recommendations for award, amendments, extensions, renewals, and selection reports for both technology and non-technology goods and services, ensuring accuracy, completeness, and alignment with program needs, budget parameters, and applicable specifications. - Evaluate technology vendor proposals, including review of pricing structures, SaaS licensing terms, software maintenance agreements, and technical specifications in coordination with relevant program divisions. - Partner with the Strategy, Products and Innovation (SPI) division, including its Technology department and Products team, program staff, and operational divisions to develop and refine scopes of work for both technology and non-technology contracts, ensuring procurement documents accurately capture system requirements, deliverables, and performance expectations, with measurable outcomes that align to program and agency needs. - Lead the preparation of technology-related solicitations, including Requests for Proposals (RFPs) and Requests for Quotations (RFQs), ensuring that scopes of work accurately reflect technical requirements and align with agency operational needs. - Drive procurement activities related to the agency's technology modernization initiative, including solicitations for software development services, technical consulting, and platform migration support. - Oversee the full lifecycle management of both technology and non-technology contracts, including scope development, vendor selection, contract negotiations, execution, budget summaries, performance monitoring, payment processing, and closeout. - Manage the procurement and contract management of professional services, operational, and administrative contracts for CFB divisions, ensuring compliance with applicable PPB Rules, Comptroller Directives, and agency policies. - Conduct market research by examining relevant publications, samples, pricing trends, and trade practices to inform scope development and ensure competitive and well-grounded procurement decisions. - Work with divisions to establish contract burn rates and spend matrices for planning and forecasting purposes. - Utilize FMS and PASSPort to process procurement actions, conduct budget and contract inquiries, and maintain accurate and up-to-date procurement records across all active contracts. - Prepare and submit mandated contract performance reports to the ACCO’s Office. - Ensure vendors are in compliance with the local, state, and federal regulatory requirements for proper audit reporting and other forms of reporting. - Proactively identify and escalate issues that negatively impact the procurement process or the timely registration of contracts and other procurement actions. - Partner with CFB divisions to provide expert guidance on contract disputes, missing deliverables, and payment delays, driving timely and compliant resolution. - Serve as a procurement resource to CFB program divisions, providing customer service-oriented guidance and attending division meetings to advise on active and upcoming procurements. - Develop and maintain a comprehensive procurement tracker providing program divisions with real-time visibility into current and expiring procurements, contract status, timelines, and budget information. - Coordinate and respond to contract inquiries from OMB, the Comptroller's Office, ACCO's Office, and other oversight entities. - Manage the creation and monitoring of the LL63 MOCS Annual Plan report to ensure timely contract registrations and compliance with Local Law reporting requirements. - Monitor and report on MWBE utilization goals across CFB's active contract portfolio, coordinating with the agency's M/WBE Officer to ensure compliance and support agency-wide diversity and inclusion procurement objectives. - Assist with other related projects as needed. ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES & OTHER BEHAVIORS (KSAOs) We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team. Knowledge - Knowledge of New York City Procurement Policy Board (PPB) Rules, Comptroller Directives, and other federal, state, and local laws. - Knowledge of City’s procurement systems including Financial Management System (FMS), Procurement and Sourcing Solution Portal (PASSPort ) & DCAS OCP (Office Citywide Procurement) platforms. - Knowledge of the City’s Minority/Women-owned Business Enterprise (MWBE) programs - Knowledge of City’s standing operating procedures/best practice with contract management - Familiarity with technology procurement frameworks, including the structure of IT goods and services contracts, SaaS and software licensing agreements, and NYC OTI/DOITT procurement coordination requirements. Skills - Proficiency in conducting FMS 3 procurement & budget inquiries. - Able to navigate PASSPort and conduct research related to contracts, budget, etc. - Intermediate to advanced Microsoft Excel skills with the ability to set up new spreadsheets for tracking purposes and able to combine other reports into pivot or other reporting forms. - Proficiency in managing complex contract processes and lifecycles, ensuring thorough documentation, and incorporating feedback from multiple internal and external stakeholders in a collaborative and fast-paced environment. - Excellent verbal and written communication skills, including the ability to distill complex information and reach different audiences through a variety of communication mediums. - Ability to draft, review, and refine procurement solicitations, including RFPs, RFQs, and scopes of work, with a focus on technology goods and services. - Ability to analyze contract spend data, develop burn rate projections, and produce budget forecasting matrices that support division planning and fiscal accountability. Abilities - Attention to detail, particularly with regards to reviewing contracts and editing scope of work and managing spreadsheets and trackers. - The ability to independently manage and oversee contracts and adherence to project deadlines. - Strong organizational and operational skills with the ability to plan and execute regularly scheduled tasks with little to no oversight. - Ability to see problems ahead and offer solutions or different venues to assist program with their operations. - Ability to engage comfortably with technical stakeholders and translate technology requirements, system specifications, and engineering concepts into clear and defensible procurement language. Other - Team Player with a positive attitude and respectful ability to collaborate on assignments. PREFERRED QUALIFICATIONS - Experience working with contracts that have an excess value of $1M - Proficiency in SQL or Power BI for contract data analysis and reporting highly desirable - Familiarity with NYC OTI guidance or agency IT procurement processes - Experience procuring professional services or development resources in support of technology modernization, re-platforming, or stack migration efforts - Comfort working on technology staffing or professional services contracts, including staff augmentation, technical consulting, and hybrid engagement arrangements ANALYST CFB AL 2&3 ONLY - 0660A Qualifications A bachelor’s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or A four-year high school diploma or its educational equivalent and five years of experience as described in “1” above; or Education and/or experience equivalent to “1” above. 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.