Assistant Manager IT Administration

Job ID: 8695

Business Unit: MTA Headquarters

Location: New York, NY, United States

Regular/Temporary: Regular

Department: Resource Planning & Marktplace

Date Posted: Sep 5, 2024

Description

Job Title: Assistant Manager IT Administration (TCU Represented)
Deadline: 09/12/2024
Salary: Step 1: $76,586 Step 7: $109,409
Dept./Div: MTA IT/Planning, Resources, & Business Services
Agency : MTA Headquarters
Location: Jamaica JCC
Hours: 9:00 am - 5:00 pm (8 hours/day) or as required
Reports To: Director IT Planning Analysis & Cost Management

** This position is open to MTA employees only.**

This position is eligible for two days of telework per week. New hires are eligible to apply 30 days after their effective date of hire.

Summary

This position provides services and oversight for the MTA IT Department within the areas of Procurement Coordination, Budget Management, and Human Resources Support, including but not limited to:

• Financial planning, variance reporting, and forecasting
• Procurement support for new purchases, contract modifications, and vendor payments
• Coordination and management of Human Resource activities, including labor relations and employment services

The major expected results are the efficient processing and tracking of procurements, budget transactions, and personnel actions.

Responsibilities

General

• Plan and forecast multiyear procurement and budget requirements. Manage incumbents and vacancies to achieve budget targets.
• Ensure compliance with procurement, budget, and HR policies, guidelines, and best practices.
• Maintain an appropriate level of organization and control via the design and production of routine and ad hoc reports and summaries to management.
• Special Projects - coordinate and implement critical projects as defined by the CIO. The scope of these projects may require participation in activities outside of IT such as Budget, Procurement, Audit, Human Resources, and Labor Relations.

Procurement Support

• Track status of over 800 active IT contracts to ensure renewals are processed without a break in service
• Work with IT and Agency Procurement staff to resolve procurement issues and advise senior staff on feasible options
• Review, recommend, coordinate, monitor, and control all purchase requisitions
• Enter requisitions into PeopleSoft, including justification comments
• Coordinate vendor payments, including the distribution of invoices and physical receipting in PeopleSoft
• Oversee Procurement and travel card usage and compliance

Budget Support

• Develop short- and long-term strategies to ensure funds are in place for planned requirements as well as emergency needs
• Secure funds for new needs and participate in the IT Governance process. Review budget requests for substance, need, and conformity with MTA policies and commitments
• Prepare mid-year and year-end forecasts, monitor spending, and secure rollover of unspent funds
• Track planned and actual expenses and support the annual accrual process
• Produce budget books, average rate tables, and other IT Finance reference materials
• Investigate and resolve budget variances

Human Resources Support

• Support the processes for employee hires and separations and input and maintain information in PeopleSoft
• Maintain information on current incumbents and monitor vacancies
• Assist with new employee on-boarding and employee performance reviews
• Develop and update organizational charts
• Produce reports on overtime usage and secure cap waivers as needed
• Process travel and training requests and tuition disbursements
• Provide administrative support, including employee building and transportation passes and process membership dues and subscriptions requests
• Support processes for special circumstances (FMLA, ADA, RTW, LTS, STD, modified work schedule, etc.)
• Coordinate Labor Relations responses, including disciplinary event tracking, employee recognition, and employee suggestion programs
• Support paid and unpaid college aide/intern programs

Qualifications

• Outstanding organizational and quantitative skills as well as experience managing and resolving complex resource allocation problems
• Ability to perform high-volume work accurately and independently
• Negotiation and interpersonal skills to successfully obtain cooperation and engagement from employees who do not directly report to this position
• Excellent written and oral communications skills and ability to creatively propose action plans to address urgent business requirements
• Basic knowledge of IT hardware, software and equipment
• Strong skills with MS Office suite and/or comparable applications, with the ability to learn new software with minimal formal training

Desired Knowledge, Skills, and Abilities

• Knowledge of MTA and Agency operations and related budget, procurement, and HR practices and culture
• Familiarity with Hyperion Planning financial system and PeopleSoft Procurement and HR modules

Education and Experience

• Bachelor's degree in Business Administration, Finance, Public Administration or equivalent degree or 5 years of progressively responsible experience in Budget, Procurement, or Human Resources

Other Information:

This is a resume-based position in the collective bargaining unit represented by the Transportation Communications Union (TCU) and will be governed by the terms of the associated TCU collective bargaining agreement for IT employees. As such, candidates selected for this position will be represented by TCU and be on MTA payroll. In addition, candidates selected may be required to work at any MTA Agency location.

Pursuant to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the "Commission").

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.