job openings

The Bureau of Contract Administration is seeking a qualified candidate to fill the Management Analyst position in the Construction Payments Processing Unit. 

Background & Position Information

The Bureau of Contract Administration’s Construction Payments Processing Unit (Unit) Unit is responsible for processing all construction payments in the Department of Public Works with a goal of achieving a 30 day-turnaround. In addition to processing the actual payment documents, the Unit serves to centralize proactive coordination and troubleshooting of the other steps of the payment process that occur in other Bureaus/Offices to reduce delays in payments.  

The Bureau’s construction inspectors serve as an independent quality control agency for all Department of Public Works capital improvement projects and verify that the contractors’ completed work complies with the plans, specifications, and requirements of the contract. They generate the legal record to justify progress payment quantities, interact with the contractor where there are requests for payment, and work to resolve any disputes in payment quantities. The workflow within the Bureau includes: 1) Initial review by the project’s construction inspector, and discussion with the contractor on disputed payment quantities; 2) peer review by another Bureau construction inspector; 3) review and approval by a Bureau supervisor; and, 4) centralized review by the Bureau’s Project Administration section including checking insurance, change orders and NTP, unresolved Notices of Non-Compliance and validate pay amounts, among other reviews. From there, this Unit takes over the remainder of the payment process by reviewing appropriations and encumbrances, and verifying documents to create the FMS payment document, and finally, obtain necessary approvals. 

Summary of Duties

The Management Analyst will train, develop, and evaluate the work of four Accounting Clerks within the Unit. The incumbent will also perform the following duties including, but not limited to:

• Responsible for monitoring the daily work of the Unit; distribute work assignments involving payment requests among four subordinate Accounting Clerks, and approve them after being processed.

• Collect and analyze data on the processing of invoices and reporting on performance metrics..

• Provide training on the use of the City’s FMS and utilize FMS to view status of various documents and transactions needed to process payments.

• Proactively monitor critical steps in the payment process that may occur outside of the Bureau, including but not limited to the issuance of Public Works construction projection Notices to Proceed (NTPs) to ensure that the initial step in the contractor payment process is completed before the first payment request is processed.

• Assist in addressing problems when issues are delaying a payment. This review may involve written or verbal requests for additional information from Bureau or other department representatives, City record searches, or other similar reviews. Prepare the internal Hot Sheet listing payments that have exceeded or are approaching 30 days, including reasons for the delay if any. 

Minimum Requirements

Candidates must meet the following requirements by the application deadline: 

• Currently be a Management Analyst in a regular appointment or have status in the classification (regular appointment).