Administrative Services Fiscal Operations
Position Title: Operations Manager
Job ID Number: 36927
About the Office:
The Mayor’s Office of Administrative Services is responsible for coordinating the day-to-day operations of the Mayor’s Office and agencies under City Hall; oversees City Hall’s $60M+ budget; manages the strategic planning and hiring of talent and resources; and provides technical support to staff.
Administrative Services comprises six units: Fiscal Operations, Human Resources, Management Information Systems, Payroll and Timekeeping, Facilities and Construction Management, and the Print Shop.
About the Role:
The Special Projects Associate will report to the Deputy Director of Fiscal Operations, to facilitate a variety of fiscal related tasks including purchasing, accounts payables, travel, and other special projects. The Associate will aid and liaison with over 30 units within the Mayor’s Office. This critical role will lend support to the fiscal team with payments, coordinating travel, monitoring requests and reimbursements. The role requires discretion, confidentiality and comfortability communicating with all levels of management of the organization.
Responsibilities include but are not limited to:
- Act as a resource for all Mayor’s Office employees on rules and regulations in addition assist in handling day-today issues.
- Support the out-of-town travel process, including identifying travel needs for conferences and other events, working with Mayor’s Office employees and with travel agencies, airlines, and hotels to finalize appropriate itineraries.
- Assist in the review of payments entered to the city’s FMS accounting system to ensure they are posted and that all vendors to get paid properly; troubleshoot as needed; coordinate communication with vendor on payment status.
- Assist and prepare submission documents for audits and/or FOIL requests.
- Conduct monthly reconciliations of that various accounts for the Mayor’s Office such as the Imprest Accounts, travel card and purchasing card.
- Assist with establishing standards and procedures to guide the administration of organizational fiscal compliance.
- Manage annual fiscal year tasks and reporting related to close out.
- May supervise staff, approve, and assign tasks.
- Assist with special projects as needed, and lead other duties, as assigned.
- Bachelor’s degree with 2+ years of work experience in a relevant field (or 4+ years with a graduate degree).
- Ability to work independently and within a fast-paced environment, as well as thrive in a collaborative and supportive team environment.
- Self-starter, keen attention to detail, flexibility, and an enthusiastic work ethic.
- Thorough knowledge and proficiency in Microsoft Word, Excel, and PowerPoint.
- Exceptional written and oral communication.
- Understanding of the Citywide procurement & Fiscal policies and procedures and NYC Comptroller Directives.
- Experience working with the agencies in the portfolio a strong plus Fluency with City Financial systems and reporting, in particular FMS and PASSPort.
Commensurate with experience.
Please send a copy of your resume, a cover letter, and three (3) references to Candidate Application
New York City Residency Is Required Within 90 Days of Appointment
The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.
The Adams Administration values diversity — in backgrounds and in experiences that is reflective of the city it serves. Applicants of all backgrounds are strongly encouraged and welcomed to apply.
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