Associate Director, Contract Registration, DCP - 27006

New York City Public Schools (NYCPS) is the largest school system in the nation, serving nearly 1 million students with over 135,000 employees, including more than 75,000 teachers, and an annual budget of $44 billion. The Division of Contracts and Purchasing (DCP) oversees all contracts and non-contracted spending, governed by the Procurement Policies & Procedures (PPP).

About the Role

The Associate Director, Contract Registration manages the processing of NYCPS procurement documents and contracts exceeding $25,000 that must be registered with the NYC Comptroller’s Office, including initiatives like 2-Care, 3K, and Universal Pre-Kindergarten (UPK). This role involves submitting contracts for registration in PASSPort, ensuring compliance with guidelines, and serving as a resource for contract management processes. The incumbent supports the Director in implementing policies, reviews staff work for compliance, and recommends process improvements.

Responsibilities

• Procurement Operations
  • Supervise staff in analyzing and preparing NYCPS contracts for registration with the NYC Comptroller’s Office, including submissions to PASSPort.
  • Ensure all documents are complete, consistent, and include legally required justifications (e.g., vendor name, contract term, and amount).
  • Document all operational steps in the procurement process and perform follow-up to acquire missing documentation.
  • Conduct complex research on historical contract information in various databases.
  • Supervise staff in entering and retrieving contract data from the Financial Management System (FMS).
  • Manage the review and submission of M/WBE items to the Comptroller’s office and share registration confirmations with the Office of Supplier Diversity (OSD).
  • Collaborate with internal and external stakeholders to review, verify, and adjust contract discrepancies.
  • Prepare comprehensive reports and status updates for NYCPS schools, program offices, and leadership.
• Strategic Development
  • Develop organizational policies to efficiently prepare contract packages for highly complex contracts.
  • Support the Director in establishing policies for managing contract-related financial data and advising senior management on system-related issues.
  • Analyze procurement process problems, communicate issues to relevant parties, and obtain resolutions.
  • Perform quantitative analysis and adjust documents to resolve discrepancies or answer questions from the Comptroller’s Office and the Office of Management and Budget (OMB).
  • Monitor contract registration activity and tracking systems, providing data-driven recommendations to leadership.
• Compliance
  • Analyze and review award and contract documents to ensure compliance with NYCPS requirements, federal, state, and city laws, and applicable regulations.
  • Ensure all procurement steps are documented and all documents are complete and consistent.
  • Supervise staff in preparing contracts for registration with the Comptroller’s Office, including PASSPort submissions.
  • Review and evaluate staff work before sending contracts to the OMB and respond to related inquiries.
  • Manage the implementation of NYCPS policies governing contract printing in the Comptroller’s One Acquisition Solution for Integrated Services (OASIS) system.
• Leadership & Training
  • Provide training to registration and procurement staff, schools, program offices, and vendors on policies and procedures for submitting documents to PASSPort.
  • Troubleshoot and resolve complex problems related to rules interpretation, contract terms, and FMS data.
  • Provide policy direction and oversight to staff on contract management matters.

Qualifications

Minimum Requirements:

• A baccalaureate degree from an accredited college and six months of full-time professional experience in procurement, contract negotiation/management, or related administrative/technical roles; or
• An associate degree or 60 semester credits from an accredited college and 18 months of professional experience as described above; or
• A four-year high school diploma or equivalent and 2.5 years of professional experience as described above; or
• A combination of education and/or experience equivalent to the above. College education may substitute for professional experience at the rate of 30 semester credits for 6 months of experience, but all candidates must have at least a high school diploma or equivalent and six months of relevant experience.

To be eligible for Assignment Level III, individuals must have either one year of experience at Assignment Level II or two additional years of relevant experience, including at least one year of supervisory experience or equivalent professional procurement duties.

Plus: Two additional years of relevant work experience.

Preferred Qualifications:

• 5+ years of procurement experience in a large organization.
• Universal Public Procurement Certification Council (UPPCC) or National Institute of Governmental Purchasing (NIGP) certification.
• Experience with technology procurements.
• Strong analytical, organizational, and problem-solving skills, with the ability to handle multiple tasks and meet deadlines.
• Excellent written and verbal communication skills, including the ability to interpret laws, rules, and policies.
• Proficiency in Microsoft Office 365 applications.
• Attention to detail, ability to work under pressure, and strong interpersonal skills.

Pay

$80,196 - $117,226. Internal candidates who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.

Filling of this position is subject to budget availability and/or grant funding.