Budget Specialist

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PROCUREMENT ANALYST CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.

Division/Program Summary: The Division of Mental Hygiene (MHy) of the New York City Department of Health and Mental Hygiene is responsible for policy, programs, and provider oversight related to mental health; alcohol and drug use and developmental delays and disabilities. The office of Administrative Services within the Bureau of Mental Hygiene Administration provides all non-program support for the Division of Mental Hygiene. Its services include Personnel, Budget, Procurement, Equipment and Facilities Management, Operational support.

Position Summary: The Budget Specialist will perform critical functions working under the supervision of the Budget and Procurement Analyst to assist with the purchasing, tracking and oversight of procurement activities for the Division of Mental Hygiene ensuring that request conform to DOHMH guidelines and NYC Procurement Policy Board rules.

Job Duties and Responsibilities

• Initiate and submit Purchase Requisitions in ConTrak Purchasing and the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Process Invoice Payments in PAYRS and the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Communicate with Office of Procurement and the MWBE unit to process Purchase Orders.
• Contact vendors for price quotes as needed.
• Create spreadsheets and reports in Excel.
• Assist with the Reconciliation of the OTPS Budget.
• Enter purchase requisition information on the Purchase Tracking Sheet.
• Manage the software inventory tracking report.
• Reconciles expenses for all Zipcar invoices against Fiscal’s Management monthly reports
• Maintain and file the pending approval and pending delivery purchase orders in appropriate folders.
• Prepare and submit budget modifications through the BMS System (Budget Management System).
• Manage accruals set up, submissions, decreases and reallocations, perform monthly analysis of aging encumbrances and work with both programs and vendors.
• Create and submit encumbrances through the OTPS Encumbrance system (OES) for contracted services.
• Utilize financial applications such as FMS, BMS, OES, ConTrak, PAYRS, the Procurement and Sourcing Solutions Portal (PASSPort) System.
• Assist with special reporting projects as needed.

Why you should work for us

• Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• 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.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

Commitment to Equity

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

PROCUREMENT ANALYST - 12158

• A baccalaureate degree from an accredited college and six 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
• An associate degree or completion of 60 semester credits from an accredited college, and 18 months of satisfactory, full-time professional experience as described in “1” above; or
• A four-year high school diploma or its educational equivalent and two and one-half years of satisfactory full time professional experience as described in “1” 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 for 6 months of experience. However, all candidates must have at least a four year high school diploma or its educational equivalent and 6 months of the experience described in “1” above. SPECIAL NOTES: 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 "1" above. To be eligible for placement in Assignment Level III, individuals must have, after meeting the minimum requirements, either one year served at Assignment Level II or two additional years of the experience described in "1" above, at least one year of which must have been supervisory, or spent performing professional procurement duties equivalent to those performed at Assignment Level III.