Contracts Administration Manager jobs in Queens Village, NY

Description

Job Description
Title: Manager – Training Administration & Support
Department: Employee Training & Corporate Development
Post Date: 03/18/2024
Close Date: 04/01/2024
Hay Point Evaluation: 571
Salary Range: $87,008-$114,197
Position Classification: Non-Safety Sensitive
Location: Hillside Support Facility
Reports To: Senior Director – Employee Training & Corporate Development
This is a Non-Represented Position.
Summary:

This position is responsible for the maximum utilization of the Training Department’s resources while providing support in meeting departmental and corporate goals and ensuring conformance with all governmental, corporate, and agency policies, procedures, and guidelines. Responsible for providing all related/required support to departmental staff, as well as, providing reports and statistical data upon request to facilitate a variety of management decision-making within the department including but not limited to budgetary, timekeeping, new technology, human resources, and labor relations. Ensure the availability of resources at the outlying facilities (Jamaica, East-end locations, etc.) assuring continuity of routine functions. Ensure Company policies are appropriately, consistently, and fairly administered and enforced. Responsible for the supervision of the work activities of the clerical staff.

Responsibilities:

Responsibilities may include but are not limited to:

• Manage and administer the department’s annual (5-year) budget and periodic forecasts utilizing the Hyperion Financial Management System (FMS). Analyze departmental expenses (Payroll and Non-Payroll) and prepare ad hoc financial reports. Coordinate with directors to ensure budget compliance. Propose economies and improved procedures.
• Data collection and qualitative statistical analysis to make recommendations to ensure cost-effective and efficient utilization of department resources.
• Provide direction and vision for the department in the development and planning of future projects including reimbursable, operating, and infrastructure improvements.
• Establish and maintain relationships of internal departments including Engineering, Maintenance of Equipment, Transportation, and Office of Management & Budget, along with external partners including MTA Agencies.
• Manage departmental Human Resources functions and requirements, act as liaison with Human Resources. Ensure appropriate headcount, including formalize staffing and hiring plans. Accurately forecast required staffing needs to ensure appropriate levels consistent with service requirements and changing/special requirements.
• Manage departmental (Managerial & Represented) payroll in KRONOS/ Corporate Time, & Attendance Management System (CTAMS), including but not limited to absence control, leaves, and sick & injured payments.
• Perform audits (Internal/External) to ensure compliance with corporate protocols, and response to all audits. Serve as Records Management Officer and Department Internal Control Manager. Ensure accuracy of all data and records and compliance with record retention requirements as mandated by legal and regulatory requirements. Generate monthly, annual, and special reports as required.
• Provide support, oversight/review, and improvements to all processes related to accounts payable, procurement, contracts, and maintenance of the CTAM’s system.
• Manage, lead, and provide direction to the clerical workforce. Make appropriate hiring/disciplinary decisions. Ensure a safe work environment and adherence to all safety policies and procedures.
• Responsible for the management of all departmental contracts and procurements. Determine department procurement needs (i.e., requisitioning of materials/supplies and services, Non-PO invoices, etc.). Review, validate, approve, and maintain all financial transactions and reconcile expenses in an accurate and timely manner.
• Review and initiate improvements for the departmental communications and technological requirements. Work with the Information Technology department to anticipate future technological needs to meet the objectives of the department while maintaining a high level of fiscal responsibility. Act as project manager for training-related projects. Research new training initiatives to address skill gaps of employees as well as potential employees.
• Select, develop, and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary.
• Review the performance of staff. Promote safe work practices and provide safe working conditions. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential.
• Perform other assignments as requested by Senior Management.

Qualifications:

• Associate’s Degree in business or related field and a minimum of 5 years related administrative professional level support experience preferably in an operations environment or demonstrated equivalent combination of experience and/or education (i.e., supervising directly related functions, such as: payroll, overtime, absence control, and safety, may be considered equivalent experience). Demonstrated, directly related, equivalent experience and education may be considered in lieu of the degree, subject to approval.
• Must possess a thorough working knowledge of various policies and procedures, i.e., labor agreements, grievance procedures, and payroll systems or demonstrated equivalent experience.
• Must possess effective analytical and problem-solving skills, with the ability to identify problems and exercise sound judgment during decision-making process and while recommending/implementing solutions.
• Must possess a strong work ethic, with the ability to exercise a high degree of professionalism and integrity. Proven ability to implement and manage change.
• Must have strong human relations skills to constructively collaborate and achieve workplace goals.
• Must have strong planning skills and working knowledge of the budgetary process, which includes handling third-party contracts and reviewing and processing service invoices.
• Requires knowledge of PeopleSoft for Human Resources/Payroll, and Financials and must possess proficient computer skills, including but not limited to Microsoft Office suite.
• Proven effective leadership skills and prior experience supervising staff.
• Superior administrative skills with the ability to effectively coordinate with all departments involved in day-to-day operations as well as employees of all levels of the organization.
• Effective professional communication/interpersonal/human relations skills with the ability to effectively, consistently, and concisely, manage, interpret, and disseminate information, including the initiating of necessary actions with regards to the application of labor agreements and Company policies and procedures.
• Solid organizational and management skills with the ability to effectively manage multiple tasks simultaneously.
• Self-motivated individual with the ability to motivate and influence others in a positive and productive manner to meet department/corporate goals.

PREFERRED/DESIRABLE SKILLS/QUALIFICATIONS:

• Familiarity with collective bargaining agreements.
• Familiarity with LIRR organizational (departmental) structure.
• Familiarity with MTA sister agencies.
• Providing administrative support in an operations environment.

Other Information:

In addition to meeting the minimum requirements of the position, the selection process may include but is not limited to, a pre-screening assessment (i.e., physical, written and/ or practical evaluation) and interview. Candidates forfeit further consideration in the process if they fail to participate in any step of the process when scheduled. Make up dates/times will not be given. In addition, LIRR employee applicants must be in their current position for the 12 months immediately preceding the close date of this posting and must possess a satisfactory work history, including attendance and discipline record. A record of more than 10 sick days in two of last three years is considered unsatisfactory attendance. Not all qualified applicants are guaranteed an interview due to the competitive selection process. A medical examination and safety-sensitive drug/alcohol test may also be required.

Equal Employment Opportunity:

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.