Director of Financial Administration and Chamber Operations

6 days ago

Albany, United States StateJobsNY Full time

Eleven years of progressively responsible experience in government administration or a related field. College study may substitute for up to four years of experience, with one year of undergraduate study equating to one year of experience. A relevant Master's degree may be substituted for an additional one year of the general experience.

Duties Description Reporting to the Chief Administrative Officer and the Deputy Chief of Staff, the Director of Financial Administration and Chamber Operations (Director) will manage all operational activities related to the day to day administrative operations in Albany, including office services, facilities management, space
planning, and finance.

The incumbent will work closely with the Director of Human Resources
to provide general logistical support activities in onboarding, developing, and maintaining a competent workforce to achieve the Executive Chamber's goals and objectives.

Specific duties include, but are not limited to, the following:
? Supervise staff that handle staff travel and day to day operations of the administrative office.
? Manage the pool of Albany-based Executive Assistants that provide support to the Governor, Lt. Governor, senior staff, and deputy secretaries. Management includes hiring, counseling, termination recommendations, LATS approvals, team assignments, special projects, and other direction as necessary.
? Oversee staff providing support for agency fiscal operations. including:
o Creation of budget projections for two agencies.
o Expenditure monitoring.
o Fiscal analysis, strategic planning, and allocation of resources.
o Contract signatory for agency.
o Review and implementation of GASB directives.
o Complete budget transactions as necessary (Budget transfers and journal
vouchers).
o Budget reporting to senior staff.
o Receive funds for reimbursements to the State.
? Liaison between the Executive Chamber, DOB, and OGS Business Services center for the following:
o Creation of B-1184s in ASCA.
o Review and approve all expense requests.
o Requests for information.
o State procurement process.
o Procurement card reconciliation.
? Supervise staff acting as Travel Supervisor for all Executive Chamber employees
regardless of payroll agency. This includes approving all travel expense reports as well as:
o Manage Travel card access, training, and agency policies regarding travel.
o Communicate direction to Chamber staff on travel policy updates and changes to
State travel card program.
o Review and approve/deny any request to exceed state rate for lodging or
transportation.
o Coordinate and assist in travel arrangements for complex events, such as
Governor's out-of-state travel.
o Ensure staff are timely in submission of expense reports and take appropriate
action as necessary.
o Act as liaison between Executive Chamber and staff's payroll agencies to ensure
travel is handled appropriately, approvals are received, and travel cards are
issued.
o Respond to audits by OSC and requests for information.
? Assist in the onboarding of new employees by participating in orientation, providing ID badges, managing access to the Capitol and other secure areas, enrolling/obtaining parking permits through OGS, and assigning office space.
? Respond to audits by OSC and requests for information.
? Oversee the Office Services team in Albany, which includes:
o Vehicle fleet, WEX card, and EZ Pass account management.
o NYS Placard Program.
o Approval of office supplies purchases.
o Inventory and manage office furniture and equipment.
o Space planning and allocation to include identifying usable space outside the
Capitol and Empire State Plaza.
o Effectuate physical office moves.
o Manage vendor and interagency accounts for phones, printers, screening
equipment, cable and internet, and other miscellaneous services.
o Key control.
o Surplus actions for furniture, equipment, and vehicles.
? Coordinate with OGS Building Managers (Capitol and Agency Building 4) on all issues related to the Executive Chamber, such as maintenance, visitor tours, curatorial services, and Tenant Alteration Requests (TARs).
? Create yearly M/WBE and SDVOB utilization goal plans in accordance with Governor's directives. Monitors reporting requirements and responds to questions and directives from Empire State Development.
? Assist the Internal Control Officer in all aspects of the internal controls process:
o Meet with and conduct interview panels with DOB personnel to secure
contracting firm for audit.
o Meet with Chamber unit heads to prepare for triennial audit.
o Work with auditors to gather necessary documentation to conduct review.
o Receive and approve draft audit report.
o Coordinate with Executive Mansion on event planning and shared supplies.
? Liaise with NYS Troopers and the Protective Services Unit (PSU) for trip logs and
mileage, security and risk assessments, and other issues as they relate to the Governor and Lt. Governor's activities.
? Work with State agencies and authorities on any issue wherein the Executive Chamber, as an agency, is involved.
? General troubleshooting, logistical resolution, and other duties as required or directed by Senior Staff.

Additional Comments All positions within the NYS Executive Chamber require completion of a background check prior to appointment.

Some positions may require additional credentials or a background check to verify your identity.

Name Jennifer O'Connor Teepe, Director of Human Resources

Telephone

Fax

Email Address jennifer.oconnorteepe@exec.ny.gov

Address

Street NYS Capitol

City Albany

State NY

Zip Code 12224

Notes on Applying Please include a resume and cover letter, along with the Vacancy ID number in the subject of your application.

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