Fiscal Contract Manager - job 1 of 6

Agency Description:
The Department of Small Business Services (SBS) helps unlock economic potential and create economic security for all New Yorkers by connecting New Yorkers to good jobs, creating stronger businesses, and building a fairer economy in neighborhoods across the five boroughs.

Job Description:
Under the direction of the Deputy Commissioner of Business Services, with latitude for independent initiative and judgement, the Fiscal Contract Manager will analyze, facilitate and execute financial reports submitted by vendors providing business services. The Fiscal Contract Manager will confirm conformance with Federal, State, City and organizational procedures, policies and objectives. He or she will ensure compliance, accuracy, and completeness in the budget review process. Additionally, the Fiscal Contract Manager is responsible for receiving and reviewing detailed contract related expenses and working with the program teams to determine if expenses are appropriate (i.e., within the scope of the contract and follow policy and procedures) and the division’s contracts are being processed and approved through PASSPort.

Responsibilities include:
- Working with senior management, initiate and manage the end-to-end contract management process for contracts within the portfolio as described above. Process steps include, but are not limited to, assisting in registration, monthly review and payment on requisitions and activity vetted against contract requirements.
- Coordinate the division’s PASSPort activities from solicitation, contracting, budget submission, invoicing and performance evaluations with the appropriate program teams.
- Work with program teams to ensure the appropriate processes are being followed in PASSPort and troubleshoot any contract or payment issues and respond to any vendor inquiries.
- Coordinate onboarding and annual vendor orientation regarding PASSPortand PIP (Payee Information Portal) submissions for contractors, and any other City-required contract management platforms.
- Establish and effectively manage relationships with executive vendors and vendor accounting staff to ensure timely and accurate submission of procurement documents through City portals such as PASSPort.
- Track, document, and report delays in submission official documents by the vendor. Develop regular and as-needed updates for senior management including flagging anomalies or, critical issues that may impact goals/performance (i.e. changes in PS and OTPs spending), and/or when budget modifications may be required.
- Identify and escalate red flags or issues that negatively impact the timely registration of contracts or timely payments; work to troubleshoot and resolve these issues.
- Coordinate internally across multiple SBS divisions including but not limited to Procurement, Fiscal, Budget, and Legal.
- Support vendor communications during procurement processes, new contract registration, and contract amendments.
- Provide guidance and support to program teams with contracting tasks such as setting MWBE goals, writing allocation memos, RFP’s, contract extensions, and navigating PASSPort.
- Ensure a consistently high standard of service and appropriate compliance exist within the operations of vendors partners on all contracts.
- Manage and input data into fiscal monitoring tools to track vendor fiscal contract management; maintain monthly fiscal snapshot and budget tracking/contract spending protocols - inclusive of monitoring all PS and OTPs spending and ensuring in line with budget projections and contract scope.
- As needed, meet with senior management to provide information on updates on activity with vendors.
- Provide technical support and guidance to vendors and stakeholders to ensure proper use and submission of documents through PASSPort or other City systems.
- Working towards key performance metrics as set by Unit/Division, track against targets and projected spending and work with vendors to manage contract adjustments and/or plans to modify spending (e.g., staffing vacancies).
- Collecting and analyzing data and prepare regular and periodic reports on activity.
- Assistance with tasks and special projects as required.


Preferred Skills:
- Expertise with PIP and PASSPort (including vendor document review, approving budgets, etc.).
- The ability to manage multiple priorities in a fast-paced work environment.
- Detailed and very process-oriented skills set.
- Knowledge of contract management/ procurement, and comfortable with basic accounting processes.
- Experience in MS Office (Word, Excel, PowerPoint, Outlook).
- Proactive and collaborative work style; works well in and across multiple teams.
- Ability to drive activities towards meeting deadlines and monthly KPIs.
- Strong written and oral communications skills and excellent attention to detail.
- Excellent organizational and time management skills.
- Ability to work independently to solve problems, including identifying and documenting options and recommendations to overcome obstacles.


How to Apply:

All Applicants: Go to www.nyc.gov/jobs search for Job ID: #707234

Current SBS Employees: Please email your resume and cover letter including the following subject line: Fiscal Contract Manager and send to [email protected]

Note: We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.

If you are unable to apply via Jobs NYC you can email your cover letter and resume to [email protected] with the following in the subject line: Fiscal Contract Manager

If you do not have access to email, mail your cover letter & resume to:
NYC Department of Small Business Services
Human Resources Unit
1 Liberty Plaza, 11th Floor
New York, New York 10006

Additional Information
This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed to between the City and DC37.

ASSOCIATE CONTRACT SPECIALIST - 40562

1. A baccalaureate degree from an accredited college and two years of full-time satisfactory professional, technical or administrative experience in one or more of the following fields: program evaluation, contract negotiations/management, fiscal/financial management, or project management; or
2. A four year high school diploma, or its educational equivalent, and six years of full-time, satisfactory professional, technical or administrative work experience in one or more of the fields cited above; or
3. Education and/or experience equivalent to "1" or "2" above. College credits obtained from an accredited college may be substituted for experience on the basis of 30 college semester credits for one year of experience as described in "1" above.
However, all candidate must have at least a four-year high school diploma or its educational equivalent and at least two years of full-time experience as described in "1" above.

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.