Vice President, Contracts and Administration

Job Description

Job Description

New York State Homes and Community Renewal (HCR) is the State’s affordable housing agency, with a mission to build, preserve, and protect affordable housing and increase homeownership throughout New York State.

A Civil Service exam is not required for this position. Candidates must meet the minimum qualifications outlined below to be considered.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

The Office of Professional Services (OPS) is responsible for all administrative and support services, including Human Resources, Communications and Public Information, Legal Affairs, Fair Housing, Policy Development, Competitive Procurement and Contract Management, Fiscal Planning, Accounting and Treasury Services, Facilities and Building Management Services, Internal Audit, Project Management and Information Technology Services. OPS values professionals that enjoy working in a fast-paced environment and who have the skills required to effectively plan, direct, and coordinate HCR’s wide array of support services.

Job Summary :

The Vice President supervises a team of procurement and contracting staff and oversees the solicitation and contract execution of professional services and other contracts for the Division of Housing and Community Renewal as well as for the public authorities under the umbrella of HCR.

Duties & Responsibilities

• Serve as lead for all agency procurement solicitations.
• Establish standardized templates for Requests for Proposals, invitations for Bid and other solicitations; develop procedures to ensure timely award and execution of contracts to meet agency demands; ensure a fair and equitable competitive process.
• Develop and execute procurement strategies, within the parameters of State law, public authority law, New York State Procurement Guidelines and HCR Procurement Guidelines, to optimize procurement and contracting processes.
• Track all agency procurements from solicitation to contract execution to close-out; ensure annual reviews of contracts are conducted in a timely manner; serve as point person for seeking public authority board approval as well as approvals from the NYS Office of State Comptroller, Attorney General, etc. where applicable.
• Supervise and train a team of procurement specialists, provide guidance, training and performance management; assign procurements and contracts for each team member; assess and manage staff workloads; ensure each specialist is knowledgeable in rules for both executive branch agencies and public authorities, and is capable of carrying out all steps in a competitive solicitation and contracting process.
• Convene managers across the various program areas and support teams at HCR to determine procurement needs for professional services; identify each program area’s needs, assess existing options for contracting, including current statewide procurements, preferred vendors, etc.; prioritize future procurement solicitations and set timelines.
• Establish an overall agency calendar of procurements with anticipated dates to release solicitations;
• Create standardized due diligence requirements for vendors and oversee contractor vetting.
• Write and edit Requests for Proposals, Invitations for Bids and other solicitation documents; assist program areas in developing scopes of work and to ensure contracting needs are met.
• Help draft scoring and evaluation instruments for best value procurements; facilitate proposal scoring teams and ensure a fair and equitable selection process; report conflicts of interest and instances of suspected fraud and abuse.
• Seek out best practices and innovative approaches; utilize available statewide trainings and liaise with procurement offices from other public authorities and state agencies to identify efficiencies.
• Ensure compliance with Procurement Guidelines, State law as well as any applicable federal rules for procurement activities involving federal funds.
• Prepare and manage the procurement budget
• Assist in the negotiations of contracts to secure the best terms and pricing; advise program area leads in evaluating best value.
• Oversee the monitoring and reporting of contracts including, but not limited to, the drafting of board material, participation at Board Agenda Review meetings, and presentations of contracts to the Boards
• Approve purchase orders in both the SAP system and the State’s Financial System.
• Manage the procurement and contract information on HCR’s website and SharePoint; identify strategies to attract new bidders and promote diversity and equity among HCR vendors.
• Ensure compliance with various reporting requirements that include, but are not limited to, quarterly / annual procurement contract reports and quarterly / annual MWBE and SDVOB reports, etc.
• Oversee procurement technology systems in SAP and the State’s Financial systems.
• Review, in coordination with HCR’s legal team, the procurement related provisions in contracts, and liaise with assigned attorneys to ensure timely contract execution.
• Assist in establishing procedures for vendor management in connection with the monitoring vendor performance.
• Assist in the updating of procurement policies, including Procurement Guidelines and Purchasing Manuals for both personal services and non-personal services.
• Manage the procurement and bidding processes for non-personal services.

Who you are :

Preferred Education and Experience

Proven track record of collaborative writing and problem solving in a complex, fast-paced environment

Required Skills and Qualifications

This job description is not intended to be all inclusive and employee will be expected to perform other reasonably related duties as assigned.

What we offer at NYSHCR :

Additional SONYMA / HFA / AHC Benefits :

About New York State Homes and Community Renewal :

Under the leadership of Governor Kathy Hochul and Commissioner RuthAnne Visnauskas, HCR is a vibrant, innovative agency that integrates and leverages New York State’s housing resources. We have offices in New York City, Albany, Buffalo and Syracuse, and employ a diverse workforce of professionals who are hard-working and committed to serving low and moderate income families. Our mission is far reaching, encompassing single and multifamily housing finance, home improvement, rent regulation, housing subsidies, and community development. We partner regularly with a variety of public and private stakeholders.

Achieving this mission requires a wide range of skills and backgrounds in public policy, administration, real estate, construction. finance, law, and many other areas of expertise. We seek to provide a workplace environment that is productive, flexible, accountable, ethical, and caring. Our employees are empowered to make a difference where they live and work. We offer competitive pay and a comprehensive benefits package, including paid leave, health, dental, vision, retirement, and family-friendly policies.