$65,000 – $85,000 a year
- ORGANIZATION PROFILE:
- Reporting to Associate Director, Finance and Operations and Deputy Director, Administration
- Incumbent should display independent judgment and decision making
- Coordinate multiple projects across the division, designing strategies and operationalizing solutions considering MOCS’s evolving needs and demands
- Lead or represent the unit at meetings
- Produce robust documentation to advance business process reengineering and policy changes
- Develop and implement tools and resources to help standardize and streamline processes, including policy and procedure documents, guides, job aids, and standard and customized templates
- Collect and analyze feedback, emphasizing the behavioral experience of stakeholders
- Develop key metrics for success and monitor progress towards ongoing unit projects
- Support ongoing training and outreach activities for existing agency operations
- Create briefings and reports for executive staff
- Provide a high level of customer and technical support to a broad range of systems while exhibiting patience, understanding and
- empathy
- Perform special projects and reports as assigned
- Manage the agency’s physical footprint including maintaining a comfortable and clean environment via building services and property managers, executing the movement of staff and physical assets across the agency’s footprint, and creating and implementing unit policies and procedures, ensuring adherence to oversight rules and regulations
- Develop and implement the agency’s annual space and equipment plan, directing analyses on use of resources and making allocation decisions with the purpose of effectively supporting agency growth. Provides timely analyses, reports and recommendations to manage the changing environment
- Coordinate with Records Officer and IT Operations on the maintenance and disposition of equipment and records in agency
- Manage the agency’s emergency and fire life safety policies and procedures, supporting the fire safety teams, and coordinating drills with the building fire safety directors. Acts as agency point of contact and maintain agency emergency contact directory and process in case of emergency
- Directly supervise teams of two Front Desk Receptionists and a Facilities Assistant
The Mayor’s Office of Contract Services (MOCS) oversees and supports the procurement activities of City agencies, with a goal to ensure fairness, transparency, efficiency and cost effectiveness. The Director is the City Chief Procurement Officer. Annually, agencies procure billions in products and services from a diverse pool of vendors that represent various industries. MOCS partners with industry groups to implement policies and tools that streamline and modernize procurement, resulting in the delivery of quality services to New Yorkers. Team members operate in a fast-paced, collaborative, service-oriented environment, where flexibility and ability to achieve results are valued.
Supervision/direction received:
Functional Job Description:
This position will report to Associate Director of Finance and Operations.
Under the direction of the Associate Director of Finance and Operations, the Special Advisor / Special Assistant will focus on special projects and is responsible for tracking the Finance, Operations and Human Resources Units projects throughout their lifecycles. Supporting the Administration Division’s Deputy Director, the Special Advisor / Special Assistant will assist all Administration Units to complete projects within planned scope, schedule and budget, while serving as a liaison to internal and external stakeholders.
The Special Advisor / Special Assistant will also manage MOCS’ physical space, assets and the front desk and facilities staff. As such, the Special Advisor / Special Assistant works to ensure that the agency goals of a clean, safe, welcoming and comfortable environment for all staff and visitors are met at all agency locations.
Responsibilities:
Project Management
Facilities Management
2. Graduation from an accredited community college plus two years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities; or
3. A four year high school diploma or its educational equivalent plus four years of experience as described in “2” above; or
4. A satisfactory equivalent combination of education and experience
- Proven record of establishing relationships quickly and maximizing positive dynamics;
- Three to five years of project management and direct supervisory experience;
- Ability to manage multiple projects simultaneously;
- Knowledge of policy and procedures development;
- Sound judgment and discretion;
- Ability to succinctly and effectively communicate verbally and in writing;
- Strong analytical skills, including experience organizing and presenting data to executives;
- Ability to clearly distill complex material, generating presentations and actionable recommendations;
- Flexibility in a fast moving and evolving office and division; and
- Comfortable with ambiguity, taking initiative to define and execute critical tasks.
Special accommodations provided for applicants with disabilities.
Mayor’s Office of Contract Services recognizes the unique skills and strengths gained through military service. Veterans and service members of the U.S. Armed Forces are strongly encouraged to apply.
STUDENT LOAN FORGIVENESS PROGRAM
The U.S. Department of Education provides student loan forgiveness through the Public Service Loan Forgiveness Program (PSLFP) to qualifying public service employees. As an employee of the City of New York, you may be eligible for loan forgiveness should you meet the program’s eligibility requirements. For additional information on the PSLFP, please visit https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service.
Current City Employees, please go to http://www.nyc.gov/ess and search for Job ID#: 423676
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No phone calls, faxes, or personal inquiries permitted.
Only those candidates under consideration will be contacted.
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