Job Description
DCAS’s mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.
Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including:
- Recruiting, hiring, and training City employees.
- Managing 55 public buildings.
- Acquiring, selling, and leasing City property.
- Purchasing over $1 billion in goods and services for City agencies.
- Overseeing the greenest municipal vehicle fleet in the country.
- Leading the City’s efforts to reduce carbon emissions from government operations.
When you work at DCAS, you’re not just working for one agency, but in service of them all. It’s an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.
Facilities Management manages, maintains, and operates 55 City-owned court and office buildings totaling more than 15 million square feet. These buildings are located throughout the City and include City Hall, the Manhattan and Brooklyn Municipal Buildings, and the Borough Halls. As the property owner, Facilities Management provides base building services to keep these buildings fully functional and operational through seven units: Operations, Building Services, Contract Services, Energy Management, Fire and Life Safety, Mechanical Maintenance & Operations, and The Budget Unit.
Facilities Management Operations provides administrative support to all units of Facilities Management, overseeing contract administration, data analysis, legal compliance, and inventory management. Contract administration works with the Office of Citywide Procurement and Office of General Counsel to ensure contracts are written and executed to meet FM’s needs. The data & analytics unit manages ARCHIBUS - the Computerized Maintenance Management System (CMMS) used to track on-demand work orders, contract work, and inventory. Legal compliance works with the Office of General Counsel to ensure all legal issues are handled correctly; assists in writing policies and procedures; and works with the personnel on disciplinary matters. The Inventory unit ensures that the line of service follows the inventory policy for purchasing, maintaining, and storing supplies.
The duties of the position will include, but not be limited to, the following:
- Overall research, coordination, drafting, and editing of specifications for contracts and assists project manager in coordinating contract documents;
- Authors, edits, rewrites, authenticates, and verifies all technical specifications in the contracts are consistent and accurate;
- Create professional specifications that detail the scope of work;
- Review any in-progress items, technical specifications, and offer modifications and improvements when appropriate;
- Maintain a comprehensive library of technical terminology and documentation relating to all contracts;
- Manage multiple projects and deadlines while maintaining milestone deliveries;
- Visit field sites to review building details and other field conditions that will affect the way specifications are written;
- Develop and maintain relationships with other lines of service and internal team members;
- Maintain awareness of industry reference standards & resources and provide continual development and improvement of contract specifications;
- Provide Contract Lifecycle Management (CLM) support for contracts;
- In partnership with contract project managers, communicates contract scope and specifications to the Office of Citywide Procurement, Office of General Counsel, bidders, and contractors;
- Prepare reports and analyzes status of contracts;
-Prepare comprehensive reports on contract utilization with recommendations for improved effectiveness; and
-Assist in the preparation of new need submittals, fiscal certifications, and other budgetary requests
Qualifications
1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or
3. A four-year high school diploma or its educational equivalent approved by a State’s department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.
