IT Procurement and Budget Analyst

Part-Time IT Procurement & Budget Analyst / Assistant

Location: NYC Department of Correction – IT Division
Worksite: Bulova Corporate Center, East Elmhurst, Queens
Schedule: Part-time, 3 days per week
Hours: Tuesday, Wednesday, and Thursday, 10:00 AM – 4:00 PM
Work Arrangement: Primarily on-site
Reports To: Director of IT Procurement & Budget

Position Overview

The NYC Department of Correction IT Division is seeking a detail-oriented, reliable, and organized part-time IT Procurement & Budget Analyst / Assistant to support the Director of IT Procurement & Budget with day-to-day procurement, budgeting, contract administration, invoice review, and vendor coordination activities.

This role is ideal for someone with strong administrative, analytical, writing, and organizational skills who is interested in public-sector procurement, IT budgeting, contracts, and technology operations. The position will support a high-volume IT procurement and budget portfolio involving software, hardware, professional services, maintenance agreements, licensing renewals, telecommunications, cybersecurity, infrastructure, and operational technology systems.

The selected candidate will assist with tracking procurements, preparing documentation, reviewing invoices and quotes, coordinating with vendors and internal stakeholders, and maintaining procurement and budget records.

Key Responsibilities

Responsibilities may include, but are not limited to:

Procurement Support

• Assist with the preparation, tracking, and organization of IT procurement packages.
• Help draft and revise scopes of work, bid specifications, solicitation documents, procurement summaries, award justifications, and related procurement materials.
• Review vendor quotes for completeness, accuracy, pricing, contract references, period of performance, and consistency with the requested goods or services.
• Assist with procurement tracking for renewals, new purchases, amendments, change orders, requirement contracts, MWBE opportunities, and small purchases.
• Maintain procurement status trackers and follow up on pending items with vendors, program staff, fiscal staff, and oversight offices.
• Support documentation needed for purchase orders, approvals, procurement records, and audit files.
• Help identify missing procurement documentation, including quotes, scope language, insurance, vendor forms, budget approvals, and contract references.

Budget and Financial Support

• Assist with tracking IT expense and capital spending.
• Maintain budget spreadsheets for procurement planning, renewals, encumbrances, invoices, balances, and projected spending.
• Support reconciliation of procurement reports, spend plans, invoices, purchase orders, and budget documents.
• Help prepare funding summaries and cost breakdowns for IT contracts, renewals, and budget requests.
• Assist with tracking multi-year software licensing, maintenance, hardware refresh cycles, and service agreements.
• Review invoices for mathematical accuracy, proper period of performance, contract alignment, and supporting documentation.
• Help organize documentation for payment processing and follow up on invoice or purchase order issues.

Contract and Vendor Coordination

• Communicate professionally with vendors regarding quotes, invoices, contract documents, missing information, and procurement status.
• Coordinate with internal IT teams to clarify technical needs, licensing counts, maintenance requirements, service levels, and project timelines.
• Assist with maintaining vendor files, contract summaries, renewal calendars, and procurement reference materials.
• Help prepare written responses to oversight questions from fiscal, procurement, legal, budget, or external review offices.
• Support contract administration tasks, including monitoring deliverables, periods of performance, renewal deadlines, pricing changes, and required approvals.

Administrative and Analytical Support

• Organize electronic files and maintain clean procurement records.
• Prepare meeting notes, status summaries, follow-up lists, and project trackers.
• Assist with Excel-based tracking, including sorting, filtering, formulas, and basic reconciliation.
• Review documents for formatting, consistency, grammar, and completeness.
• Help prioritize urgent procurement and budget items in a high-volume work environment.
• Provide general administrative support to the Director of IT Procurement & Budget as needed.

Preferred Qualifications

The ideal candidate will have:

• Experience with procurement, budgeting, finance, contracts, accounts payable, vendor management, public administration, or administrative operations.
• Strong attention to detail and ability to follow complex processes.
• Excellent written and verbal communication skills.
• Strong Microsoft Excel, Word, and Outlook skills.
• Ability to organize multiple assignments, track deadlines, and follow up consistently.
• Comfort reviewing quotes, invoices, spreadsheets, contracts, and procurement documents.
• Ability to work professionally with vendors, fiscal staff, technical staff, and management.
• Interest in public-sector technology, government procurement, budgeting, or contract administration.

Helpful but Not Required

• Experience with New York City government procurement or budget processes.
• Familiarity with FMS, PASSPort, requirement contracts, purchase orders, MWBE procurement, capital and expense funding, or public-sector invoice processing.
• Experience supporting IT-related purchases such as software licenses, hardware, maintenance, telecommunications, cybersecurity tools, cloud services, or professional services.
• Familiarity with contract documents, scopes of work, bid sheets, procurement justifications, and invoice reconciliation.

Desired Skills

• Highly organized and dependable.
• Careful with numbers and documentation.
• Strong follow-through.
• Able to work independently after receiving direction.
• Comfortable asking clarifying questions.
• Able to handle confidential and sensitive information appropriately.
• Professional judgment when communicating with vendors and agency staff.
• Ability to work in a fast-paced environment with competing deadlines.

Work Location and Schedule

This is a part-time position located primarily at the Bulova Corporate Center in East Elmhurst, Queens.

The preferred schedule is:

Tuesday, Wednesday, and Thursday
10:00 AM – 4:00 PM

The role is expected to be on-site unless otherwise approved.

Compensation

Compensation will be based on experience, qualifications, and applicable hiring mechanism. Candidates with strong procurement, budget, contract, invoice review, Excel, or public-sector administrative experience are encouraged to apply.

How to Apply

Interested candidates should submit a resume and a brief statement of interest describing their experience with procurement, budgeting, contracts, invoices, administrative support, Excel, or vendor coordination.