Heating Contract Analyst

About the role

The Heating Contract Analyst (HCA) will support the Heating Management Services Department (HMSD) Contracts Unit in the administration, coordination, and oversight of the department's contracting and procurement initiatives.

Reporting directly to and under the direction of the HMSD Deputy Director of Contracts, the HCA will work closely with departmental purchasing liaisons, operational staff, vendors, and central procurement teams. The position will support the oversight of contracted work, assist with the procurement of materials and services required to maintain heating and mechanical equipment, and monitor contract utilization and vendor performance.

The HCA will also help ensure that contracted work is properly authorized, competitively and reasonably priced, performed in accordance with applicable procurement requirements, and adequately documented from initiation through completion and payment.

Contract Coordination and Oversight

Responsibilities include, but are not limited to

• Review requisition and procurement packages submitted by HMSD purchasing liaisons to ensure that scopes, supporting documentation, and vendor quotations are complete, reasonable, and consistent with NYCHA procurement requirements.
• Review scopes of work and project requirements to help determine the most appropriate procurement pathway and contracting method.
• Review contractor proposals, supporting documentation, and completed work to evaluate cost effectiveness, completeness, and quality of performance.
• Review contractor requests for the use of subcontractors and coordinate the appropriate agency review and approval process.
• Support the review of contractor invoices and payment documentation and assist in resolving issues that may delay invoice processing or payment.
• Coordinate with vendors regarding performance concerns, incomplete work, documentation deficiencies, and other contract compliance matters.
• Track recurring contract or vendor issues, document lessons learned and recommend process improvements to strengthen contract administration and purchasing practices.

Field and Site Responsibilities

As necessary, the Heating Contract Analyst may be required to

• Attend site visits, pre-bid meetings, vendor walkthroughs, and other in-person meetings related to procurements or contracted work.
• Document site conditions, vendor discussions, questions, and concerns and communicate findings to HMSD management and other appropriate stakeholders.
• Observe contracted work in the field to assist with evaluating scope compliance, work quality, and project documentation.

Physical and Environmental Requirements

The position may require standing for extended periods; working in confined or restricted areas; wearing hard hats and other required personal protective equipment; bending and stooping during site inspections; and navigating around equipment, piping, construction materials, and other physical obstructions.

• Field assignments are infrequent but may involve being in mechanical rooms, boiler rooms, construction areas, and outdoor locations where conditions may be hot, cold, damp, dark, dusty, smoky, or otherwise challenging.
• Note: IF THIS APPOINTMENT IS MADE ON A TEMPORARY OR PROVISIONAL BASIS PURSUANT TO 64 OR 65 OF THE NYS CIVIL SERVICE LAW, THEN NO TENURE OR PERMANENCE ACCRUES TO AN INCUMBENT IN THIS POSITION BY VIRTUE OF SUCH APPOINTMENT.

Note

• This position is open to qualified persons with a disability who are eligible for the 55-a Program.
• Please indicate in your cover letter that you would like to be considered for the position under the 55-a Program.
• For detailed information regarding the 55-a Program, please click on the link below:

Additional Information

• NYCHA employees applying for transfer, promotional, title or level change opportunities must have served a period of one year at current location and in current title and level (if applicable).
• NYCHA residents are encouraged to apply.

Additional information

NYCHA provides benefits that include a choice of medical coverage plans, deferred compensation plans and a defined pension benefit plan as a member of the New York City Employees Retirement System (NYCERS).

Please read this posting carefully to make certain you meet the qualification requirements before applying to this position.

Qualifications & Requirements

• A baccalaureate degree from an accredited college or university; or
• An associate degree or completion of 60 semester credits from an accredited college or university, and 12 months of satisfactory, full-time professional experience in procurement of goods, services, construction or construction-related services, or professional, technical or administrative experience in contract negotiation/management; or
• A four-year high school diploma or its educational equivalent and two years of satisfactory full-time professional experience as described in "2" above; or
• A combination of education and/or experience equivalent to "1", "2" or "3" above. College education may be substituted for professional experience under "2" or "3" above at the rate of 30 semester credits from an accredited college or university for 6 months of experience. However, all candidates must have at least a four-year high school diploma or its educational equivalent; or

Additional information

To be eligible for placement in Assignment Level II, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level I or one additional year of the experience described in "2" above.