Racing and Operations Assistant

6 days ago

Queens, United States The New York Racing Association Full time

Job Overview:

The Racing & Operations Assistant (the “Assistant”) provides direct and critical administrative support to the Sr. Director of Racing and the Senior Vice President of Racing & Operations by conducting research, handling information requests, and performing administrative functions. In addition, the Assistant may provide support to the Racing Officials as well as to employees within the following areas of NYRA Operations: Cleaning, Security, Mutuels, Parking, Programs, Clockers, Outriders, Valets, Assistant Starters, Paddock Staff, Horse ID, and Barn Area team members. The Assistant serves as the primary timekeeper for the racing department employees and will track and record attendance and leave records to ensure they are coded correctly in workforce management. In addition, the Assistant will serve as the intermediary with payroll and human resources to resolve any timekeeping or leave issues promptly and efficiently.

Essential Functions:

Performs administrative functions to support the Racing & Operations Departments including but not limited to the following:
o Answering and screening phone calls for the Sr. Director of Racing, and the SVP, Racing & Operations.
o Providing assistance to horsemen and working to accommodate their hospitality requests, as required.
o Sorting and distributing daily mail and inter-office mail
o Setup of meetings and calendaring for the Sr. Vice President of Racing & Operations and Sr. Director of Racing
o Facilitating travel planning and preparing expense reports using Concur
o Maintaining department files of correspondence and reports
o Initiating the RFP process for vendor selection when appropriate.
o Contacting vendors to obtain quotes in accordance with NYRA policies and procedures.
o Preparing and entering purchase requisitions for supplies utilizing E-Requestor
o Ordering supplies for the departments under the direction supervision of the Sr. Director of Racing and SVP, Racing & Operations o Administering budgetary expenses by working with the accounting team to ensure that all related expenses are accurate and that invoices are being paid promptly
o Providing support to the Racing Department staff by compiling information relating to entries for scheduled races, printing and distributing copies, and sending out condition books.
o Overseeing the moves between tracks.
Serve as primary timekeeper for approximately 130 racing employees. Timekeeping responsibilities include the following:
o Enter and approve hours and days worked into the payroll system. Review and verify timesheets for accuracy. Contact department heads for missing data/punches.
o Track vacation, sick and floating holidays and assist employees in reconciling any discrepancies.
o Notify Human Resources when an employee has been absent for three or more days and liaise with Human Resources to handle proper administration and coding of any leave.

Review and understand the Collective Bargaining Agreements (“CBAs”) for the employees in the business units (cleaning, security, mutuels, parking, programs, valets, vanning and assistant starters) and ensure the CBA requirements are being met.  Assist with the onboarding of Saratoga shoulder season and racing season temporary staff both through NYRA directly and through a 3rd party vendor. Process all temporary staffing invoices. Prepare and ensure ABC forms for employee status changes, ensuring that such changes are initiated and executed in a timely fashion. Support the Racing Department by compiling information relating to entries for scheduled races, printing and distributing copies and sending out condition books Perform ad-hoc projects as requested

Qualifications:

Associate degree or equivalent. At least 5 years of relevant office experience. Experience supporting an executive or racing official preferred. Knowledge of or interest in thoroughbred racing preferred.

Summary of Physical Requirements and Work Environment:

This is primarily a sedentary role with no special physical requirements.

Pay Range / Salary: - per hour

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