Position Summary:The Operations Manager is responsible for the development and effective implementation of procedures related to the operation of the Office of Early Childhood Education (OECE) Field Office including, but not limited to the following areas for their Field Office:
budget; personnel; procurement/contract; human resources related issues; document systems; inventory management; inter/intra-office affairs; and high-priority special projects. This will include building budget models, supervision of office expenditures, ensuring compliance with city and departmental procurement rules, and oversight of all related transactions in Department of Education (DOE) mainframe and web-based systems. Performs related work.
Reports To:Director of Operations
Direct Reports:Operation Analysts and clerical/administrative staff.
Key Relationships:Director of Operations, Director of Instruction, ECE Program Administrator, ECE Field Offices, Children First Networks, Division of Contracts and Purchasing, Division of Financial Operations, Office of Auditor General (OAG), other central DOE offices and Community Based Organizations (CBO).
* Manages activities relating to the bidding on, application/RFP review, and negotiation and administration of Universal PreKindergarten (UPK) CBOs contracts in a geographic area.
* Manages UPK fiscal compliance, including, but not limited to:
Mid-Year and End-Year expenditure reporting requirements.
* Manages UPK contract compliance oversight including, but not limited to:
security clearance, licensing and insurance certificates, and teacher certification.
* Conducts appeals, contract terminations and contractor defaults related to UPK contracts.
* Develops and implements training on contract provisions, procurement, internal controls and best business practices for CBOs.
* Develops and implements training on contract procedures, technical assistance and best practices for Field OECE staff.
* Conducts scheduled meetings with the ECE Program Administrator to review the status of CBOs.
* Manages payments and certification of services for FieldOffice.
* Maintains contract database, PreK Integrated Data System (PreKIDS) on vendor portal, Personnel Eligibility Tracking System (PETS), contract files and CBO fiscal documentation.
* Maintains database of CBOs who provide UPK services through the Administration for Children's Services collaboration.
* Acts as a resource to resolve issues related to contracts; communicates relevant information expeditiously.
* Manages and coordinates audits and reviews conducted by external oversight agencies, e.g., NYC Comptroller's Office, VESID, OAG, etc.
* Negotiates a revised budget and projected student enrollment numbers with CBO programs on an annual basis.
* Coordinates the purchasing of supplies and equipment for the Field Office in accordance with the Department of Education's Standard Operating Procedures.
* Maintains files with supporting documentations for expenditures.
* Maintains field office budget checkbook.
* Serves as point person for field staff for TRAC.
* Manages all field based pre-kindergarten, tax-levy and reimbursable budgets and expenditures. This includes:
* proper execution of financial and related administrative support functions;
* analyzing and evaluating budget requirements;
* formulating and processing budget submissions;
* managing fiscal year opening and closing processes;
* supervising purchasing and contracting processes on behalf of central and Field offices;
* monitoring encumbrances and reporting of receipts of delivery;
* approving purchase orders to ensure that they're within procurement guidelines and budget projections, and coordinating with the offices to liquidate unnecessary open encumbrances; and
* troubleshooting vendor payment problems.
* Works with the Director of Operations and the ECE Program Administrator to forecast expenditures and budgets for current and future years.
* Oversees implementation of budget and purchasing procedures in FAMIS/FAMIS PORTAL, GALAXY/MY GALAXY and other financial systems.
* Creates and reviews funding models for current and potential programs.
* Facilitates budget processing for Field Offices.
* Approves Cybershift time for direct reports and provides related ongoing support (e.g., payroll processing, including EIS and NYCAPS).
* Serves as initial point person for all Human Resource transactions for Field Office staff.
* Collects and reviews timesheets for accuracy and submits for entry into EIS.
* Manages the annual review process.
* Manages physical space requirements and logistics for Field Office.
* Updates and maintains personnel records.
* Prepares and maintains travel documentation.
* Manages UPK enrollment for UPK CBOs, including, but not limited to review and track registration documents, coordinating transfer of enrollment forms from CBOs to Field Office.
* Coordinates receipt of registration documents from all UPK vendors (DOE and ACS).
* Supervises the entry of students into ATS (support staff and per session secretaries).
* Communicates with vendors children who have already been entered into the ATS system.
* Submits weekly updates and monitors ATS entries.
* Supports parent inquiries regarding enrollments.
* Confirms ATS entries with UPK vendors.
* Oversees and coordinates high-priority projects on an as-needed basis.
* Manages archive processing for Field Office.
* Serves as a point of contact for OECE as directed by Director of Operations.
* Collaborates with various divisions within the Department of Education, such as the Division of Contracts and Purchasing, the Division of Financial Operations, and the Office of Auditor General.
* A bachelors degree from an accredited college and a minimum of four (4) years of full-time paid experience in the fields of finance, accounting, contract management, procurement, operations management, public or education administration or related field, 18 months of which must have been in a managerial capacity; OR
* A satisfactory combination of post baccalaureate degree education and/or experience.
* However all candidates must have the 18 months of managerial experience.
* MA, MBA or MPA degree preferred.
* Knowledge of word processing software, spreadsheets, and databases.
* Capable and detail-oriented multi-tasker who can prioritize and remain professional in demanding situations.
* Ability to collaborate effectively with colleagues at all levels of the organization.
* Ability to learn quickly and succeed in the rapidly changing environment.
* Demonstrated team player capable of resolving organizational roadblocks.
* Educational experience a plus.
* Talent for listening, asking effective questions, and synthesizing information.
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)
Please include a resume and cover letter with your application.
Applications will be accepted through July 15, 2010.
The filling of all positions is subject to budget availability.
AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to:
Office of Equal Opportunity, 65 Court Street, Room 923, Brooklyn, New York 11201, or visit the OEO website athttp://schools.nyc.gov/OEO
Tweed (52 Chambers Street) (TWEED)