APPLICANTS MUST BE PERMANENT IN THE ADMINISTRATIVE STAFF ANALYST CIVIL SERVICE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE
The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.
HRA/General Support Services (GSS) provides safe, healthy, and appropriate facilities for HRA’s various social service programs. Its many functions include facilities planning and coordination, design and construction, renovation, repair and maintenance, custodial and other building services, health/safety program coordination, lease and property management, land use and environmental review activities, contract administration for facilities services, and warehouse operations. GSS plays a major role in HRA emergency preparedness.
Under the executive direction of the Executive Director of Bureau of Office of Contracts & Budget Management, the Senior Director of the Bureau of Budget & Fiscal Services, is responsible for the Finance Management of the Division of General Support Services (GSS) capital, accounts payable and expense, budgetary, other than person al services (OTPS) fiscal activities.
General Support Services (GSS) Office of Facilities and Operations is recruiting for one (1) Administrative Staff Analyst NM-II to function as Senior Director, Bureau of Budget and Fiscal Services who will:
- Provide higher level managerial oversight and coordinate and manage the activities of the Finance division of OCBM. Plan, direct, and monitor activities of three units such as the Capital Unit, Budget and Accounts Payable, within the division.
- Monitor/control GSS' expense and Capital budgets. Ensure funds are utilized to meet critical needs. Ensure that all invoices from the vendors providing services for GSS are promptly processed, approved and submitted for payment to Office of Finance/Accounts Payable Division. Work closely with contract managers and construction management staff at GSS to get the invoices reviewed and approved on time. Follow up with Office of Finance/Accounts Payable to ensure the prompt payment of these invoices.
- Schedule, review and analyze FMS reports to insure accuracy of payments of invoices submitted to Office of Finance/Accounts Payable and availability of funding in all GSS contracts for prompt payment of invoices.
- Insure timely submission of annual GSS/Contract Budget Plan to OBA. Monitor subsequent submissions of Forms to OBA and update of GSS/Budget plan.
- Ensure that specifications for capital items are prepared properly and comply with the applicable budget requirements and NYC Comptroller's Directives. Responsible for the registration of all Capital contracts and other documents related to Agency Capital funds. Review and approve Capital documents such as Fixed Assets, Requisitions and contracts in FMS.
- Maintain close and frequent liaison with NYC Comptroller's Office, FISA, HRA/Office of Budget Administration (OBA), Office of Contracts, Office of Finance/Accounts Payable, MIS/Contracts & Budget unit, and other vendors that provide services for GSS.
- Develop and implement accounting procedures and internal control activities to ensure all invoices received are in compliance with contracts' specifications and bid. Ensure various computer systems are utilized effectively.
- Advise/alert upper management and construction management of instances where invoices are not complying with contract specifications and unnecessary charges are billed by the contractors. Provide information and advice on the budgetary/fiscal information to superiors and other GSS managers.
- Review billing rate increase requests by contracts with escalation clause to ensure the amount requested is only for the Prevailing Wage rate increase not an increase of overhead and profit.
- Assign work to subordinates. Prepare and approve annual Performance Evaluations, approve time and leave. Train subordinates and advise them of new policies and procedures as they are implemented.
Hours/Shift: 9AM - 5PM
ADMINISTRATIVE STAFF ANALYST ( - 1002D
1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in "1" above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in "1" above.
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