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City of New York · 5 hours ago

Administrative & Procurements Coordinator, Bureau of Finance, Administration and Services

Long Island City, NY

Full-time

Onsite

Entry, Mid Level

$63K/yr - $90K/yr

2+ years exp

The City of New York is dedicated to improving the health of its residents and is seeking an Administrative & Procurements Coordinator for the Bureau of Finance, Administration and Services. This role involves supporting administrative tasks related to grants and special projects, collaborating with various teams to ensure compliance and efficient resource utilization.

GovernmentLegalPublic Relations

Responsibilities

Support Bureaus with preparing DOHMH/CHECW grants applications and FPHNY Negotiated Acquisition project proposals by advising, reviewing, and editing, proposal documents, amendments, and modifications, including narratives and budgets

Collaborate with program teams, FPHNY, and contracted community partners to draft scopes of work, create spending plans, and submit correct documentation to secure contract approvals

Develop and facilitate trainings to provide technical assistance to internal programs and contracted community partners on acceptable invoicing and documentation practices

Work with community partners to coordinate all aspects of invoice preparation, including data entry, documentation review, and reconciliation of billing information ensuring adherence to contracts

Partner with internal teams to track vendor account balances and monitor budget allocations across multiple health equity and outreach programs

Work with internal teams to ensure compliance for grant-funded programs, including monthly collection and submission of time and effort certifications to the Grants Development and Compliance Manager

Routinely meet with program Grant Managers, FPHNY Negotiated Acquisition Project Managers and community partners to discuss project activities and spenddown. Notify leadership of any issues and work towards resolving those issues

Review community partners' invoices in collaboration with internal teams, and process vendor payments within the required timeline

Confer with, advise, and assist operational, technical, and professional staff in procurement processes

Work closely with contracted community partners in streamlining grants & FPHNY process and adjusting for any barriers

Monitor and review community partners invoices, maintain files in an organized manner and keep running total of contracted accounts for all community partners

Monitor and create reports on the performance of post-award contractors to ensure contracts to ensure contract compliance through review of standard reporting documents; provide technical assistance as needed

Work collaboratively with members of the Bureau of Finance, Administration & Services (BFAS) and with colleagues in Finance, Legal, and HR across the Agency and at the Fund for Public Health in New York City (FPHNY) to resolve project issues. Liaise on grant and FPHNY NA issues with program areas, the central Finance Division, and other internal and external entities

Qualification

Grant writingBudget managementProcurement processesExcel proficiencyCommunity engagementProblem-solvingTime managementCommunication skillsTeam collaboration

Required

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or

High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or

Education and/or experience which is equivalent to '1' or '2' above. However, all candidates must have at least one year of experience as described in '1' above

Preferred

Ability to maintain a calm, professional demeanor in the face of competing demands

Knowledge of and experience working within the City's contract, procurement, and budget systems

Ability to work independently and as part of the team

Strong organization, problem-solving, and analytical skills

Strong time management skills: ability to manage multiple tasks simultaneously and meet tight deadlines

Proactive problem-solver who can work successfully in a high-paced environment

Excellent verbal and written communications skills

Demonstrated flexibility and ability to juggle competing priorities

High degree of proficiency in Excel

Must be responsive, possess effective people skills, and can build and maintain effective working relationships across programs and with employees at all levels

Ability to demonstrate a professional, positive attitude and work ethic

Benefits

A premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.

Additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.

A public sector defined benefit pension plan with steady monthly payments in retirement.

A tax-deferred savings program

A robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.