Associate Capital Finance Manager

Overview

The New York Public Library is seeking an Associate Capital Finance Manager to join the Capital Finance team. The position will primarily manage capital funds that are appropriated by the City of New York and will also assist with managing capital funds received from other sources (private, federal, state, etc.). The position will also oversee all procurement-related activities for NYPL projects funded by NYC capital funds.

We are looking for someone we can count on to:

Own:

• Procurement and budget tracking for NYPL-managed capital projects
• Preparation and submission of Certificate to Proceed (CP) packages for NYPL-managed capital projects

Teach:

• Internal stakeholders best practices in preparation of CP packages for NYPL-managed capital projects
• Internal stakeholders best practices in preparation of Library Capital Grant (LCG) materials and documentation

Learn:

• CP processes for different types of NYPL-managed capital projects (Capital Planning, IT, Security, Facilities, special projects, etc.)
• Processes for projects administered through the LCG program with NYC DDC

Improve:

• Internal procurement processes for NYPL-managed capital projects
• Internal LCG processes

Some expectations for this role are that within:

1 month, this person will:

• Become familiar with NYPL’s procurement processes for NYPL-managed capital projects
• Become familiar with NYPL’s current portfolio of NYPL-managed capital projects as well as upcoming projects
• Become familiar with NYPL’s processes for preparation and submission of CPs
• Independently perform various job-related tasks in internal and external systems and applications

3 months, this person will:

• Independently conduct procurement for basic goods and services for NYPL-managed capital projects
• Assist in the procurement of goods and services for more complex NYPL-managed capital projects
• Be able to prepare CP packages with minimal assistance for NYPL-managed capital projects
• Have a basic understanding of LCG processes and assist in preparation of documentation

6 months and beyond, this person will:

• Independently conduct all procurement for NYPL-managed capital projects
• Independently prepare and submit CP packages for all NYPL-managed capital projects; independently liaise with OMB and internal departments in the review and approval of CPs
• Independently maintain detailed budget and invoice tracking for all NYPL-managed capital projects
• Have a strong understanding of LCG processes and assist Senior Manager as needed with LCG-related tasks

Responsibilities

Procurement

• Develop and conduct complex procurements for goods and services, utilizing various procurement methods, such as competitive sealed bids, competitive sealed proposals / request for proposals, sole source, and negotiated acquisition procurement methods
• Review solicitation documents, covering various methods of procurement, including (but not limited to) micro purchases, small purchases, formal contracts ($100K+), and intergovernmental purchases
• Utilize various Citywide procurement related systems, including Financial Management System (FMS), Procurement and Sourcing Solutions Portal (PASSPort), Small Business Services’ M/WBE Online Directory, DCAS/DMSS Direct Order, and various internal systems for managing procurements
• Prepare Request for Approval for Subcontractor (RFAS) packages for subcontractors working on NYPL City-funded projects; tasks may include verifying subcontractor’s PASSPort filing status, Business Tax and ECB Violation compliance, EO 50 compliance (SBS DLS Reports), Vendor Name Checks through NYC DOI
• Review of procurement documents verifying descriptions and specifications in compliance with Procurement Policy Board Rules and applicable oversights
• Conduct procurement specific analyses to propose/determine M/WBE participation goals, provide appropriate documentation for the procurement record, and track vendor compliance with existing contracts
• Perform other duties as assigned

Capital Budget

• Assist in preparing Certificate to Proceed (CP) documents ensuring that project scopes are consistent with capital eligibility requirements, and respond to OMB questions regarding pending CPs
• Update capital forecasts in NYC’s Financial Management System (FMS) and modify the forecast amounts based on the latest cost estimate information
• Prepare and submit various documents in FMS - budget code modifications (BCMs), fixed asset intent (FNs), commodity requisitions (RQC1s), commodity purchase orders (PODs), general contracts (CT1s), payment requests (PRC2s), and others as needed

Required Education & Certifications

Bachelor’s degree

Required Experience

• 2+ years of relevant experience
• NYPL has a significant preference for candidates with professional experience, having administrative, analytic, coordinative, or liaison responsibilities and knowledge of New York City procurement pursuant to the Procurement Policy Board Rules, as well as the contract registration process.
• Knowledge of NYC’s capital budget processes is preferred but not required

Required Skills

• Advanced personal computer skills, including spreadsheets, database management, and word processing;
• Successfully demonstrated ability to produce and manipulate complex spreadsheets and reports using Microsoft applications;
• Excellent interpersonal, oral and written communication skills, including demonstrated ability to work well both independently and as part of a team;
• Excellent analytical, problem-solving and project management skills; and
• Successfully demonstrated ability to work quickly and effectively under pressure, and handle confidential matters using sound judgment and discretion

Managerial/Supervisory Responsibilities

N/A

Core Values

All team members are expected and encouraged to embody the NYPL Core Values:

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

Work Environment

• Hybrid - 3 days in office, 2 days remote

Physical Duties

• May require travel within NYC

Pre-Placement Physical Required?

No

Union/Non Union

Non-Union

FLSA Status

Exempt

Schedule

9am-5pm, Mondays-Fridays

This job description represents the types and levels of responsibilities that will be required of the position and shall not be construed as a declaration of all of the specific duties and responsibilities for the role. Job duties may change if Library priorities change. Employees may be directed to perform job-related tasks other than those specifically presented in this description as needed.