BUSINESS PROCESS AND ADMINISTRATIVE SERVICES MANAGER

Business Process And Administrative Services Manager

Applicants must be permanent in the administrative manager civil service title. 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. The Office of Media Production and Records Management (OMPRM) is responsible for the printing of Agency Marketing and Business Materials, Large Volume Automated Mail Processing (Print to Mail), Printer Fleet Management (Print on Demand), Forms Control, Managing Mandated Agency Signage and Posters, Agency Records Management, Operation of the Design and Print Ordering System (DPOS). The office of Media Production and Records Management is requesting approval to hire one (1) Administrative Manager who will :

• Work closely with the Executive Director to plan, advise, and report on initiatives related to GSS's mission and services, manage the operations and staff within Mail Operations and Business Graphics units, as well as all contract-related work for OMPRM. Make recommendations to determine the best course of action, develop and implement process and project plans to monitor, track, measure and evaluate on-going work.
• Oversee all operations and staff within Mail Operations and Business Graphics units including Quick Copy Center, customer service team for the Design and Print Ordering System (DPOS) and Forms Control Unit through directing, planning, and coordinating bureau activities around these functions.
• Manage OMPRM projects requiring cross-division collaboration and / or deep engagement with other areas of the agency which may include but not limited to marketing campaigns, print, graphic design, video and other media projects, ensuring thoughtful planning, clear communication about progress, and well-defined accountability for completing agreed upon tasks in a timely manner; proactively identify opportunities to make operations more sustainable, better supported, and more effective at helping the agency achieve its goals.
• Perform high-level contract work for OMPRM and oversees the activities of staff engaged in securing funding for all major purchases that require solicitation and bid, small purchase requests and sole source contracts as well as acting as the bureau's liaison with the Agency Chief Contracting Officer, Office of Budget Administration and the Office of Legal Affairs.
• Supervise and guide the managers on personal matters for Mail Operations and Business Graphics units, including but not limited to the development of tasks and standards, on-going performance reviews and time and leave approvals.
• Use data analysis, best practice theories, logic models and metrics to identify opportunities for efficacies across the operation. Provide strategic support and recommendation to GSS leadership team and their subordinates in the implementation of standard operating procedures and key policies to improve operational efficiency.
• Execute special projects initiated by the Commissioner's Office, City Hall, etc., as well as perform other administrative, project management or analytical duties. Attend meetings and provide coverage and back-up for the Executive Director when needed.
• Perform research and analysis to justify personnel actions for promotions, disciplinary, employee interdepartmental transfers, reorganizations, and new need requests. Review, reconcile, and report on personnel budgets to ensure actual spending is in line with budgeted.
• Responsible for administration and on-going development of the DPOS and PACE systems, as well as the further integration of these systems with agency-wide processes. Ensure the implementation of DPOS & PACE systems features are functioning optimally for both internal and external users.

ADM MANAGER-NON-MGRL FRM M1 / M2 - 1002C

Qualifications :

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical / administrative experience requiring independent decision-making concerning program management or planning, allocation of resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical / administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical / administrative work of more than moderate difficulty; or

3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical / administrative work of more than moderate difficulty; or

4. Education and / or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical / administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

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.