OGC Operations Coordinator - 21510

AMENDED

Position Summary: Under the supervision of the Associate Human Resources Director for the Office of the General Counsel, aides in the development and management of contracts for services and in the procurement of goods and services, confers with, advises, and assists operational, technical, and professional staff in the procurement process, and manages contracts for services as assigned. Performs related work.

Reports to: Associate Human Resources Director; OGC Operations Manager

Direct Reports: N/A

Key Relationships: Division of Human Resources, Payroll, HR Connect, Cybershift, Division of Budget Operations and Review, NYC Comptroller’s Office, Legal Senior Staff, Division of Contracts and Purchasing, Division of Financial Operations, and other central New York City Public Schools (NYCPS) offices.

Responsibilities

• Coordinates with DHR departments regarding applicable process and procedures to assist employees with leaves of absences, health insurance, retirement, resignations, FMLA and sick leaves.
• Supports the Executive Director of Operations with the implementation of all personnel actions for offices serving the General Counsel.
• Serves as guidance and support for general inquiries for employees; provides appropriate follow-up and outreach to resolve inquiries.
• Assists with onboarding process; follows up on outstanding personnel actions and ensures timely completion of hiring activities.
• Assists with recruitment efforts; posts vacant positions to online recruitment platforms and collaborates with stakeholders at various educational institutions to advertise positions on alumni career services site.
• Prepares documentation for employment verification requests for the Public Service Loan Forgiveness program, mortgage lenders, bank loans and housing eligibility.
• Gathers and prepares required documents for the processing of managerial final entitlements.
• Responds to staff inquiries on timekeeping, benefits, leave of absences and retirement.
• Assists in the hiring of non-employee workers; this includes consultants, temporary support staff and summer interns.
• Coordinates communications with, and retrieves records from, OGC offices in response to requests for information from members of the public.
• Examines and analyzes documents for legal fee claims filed by private attorneys and provides guidance to subordinate staff on appropriate procedures for working with parents in preparing stipulations of settlement.
• Coordinates job applicant interviews and participates on hiring panels.
• Assists the Operations Manager regarding the development and completion of new needs funding requests, budget reduction submissions, and annual budget plans.
• Prepares financial analyses essential to budget planning and the development of personnel initiatives for the Office of the General Counsel.
• Coordinates the utilization and implementation of vendor contracts for the Division of Legal Services with the Agency’s Central Procurements Officer; Serves as OGC Lead Contract Officer to the Division of Contracts and Purchasing.
• Maintains and updates spreadsheets reflecting school assignments and case assignments for the Senior Field Counsel.
• Reviews purchasing requisitions and contract documents, verifying descriptions and specifications to determine their accuracy and adequacy, and consults with the appropriate Department staff to adjust possible discrepancies. Works collaboratively with the other OGC Operations team members to share best practices and foster cross-functionality.
• Reviews all OTPS purchases for adherence to procurement rules and SOPM guidelines; monitors contract expenditures.
• Implements the payment of special education claims legal fees; coordinates with special education attorneys and support staff to ensure that the associated payments are reviewed and documented for NYC Comptroller audit review.
• Assists the Executive Director in the administration of the General Counsel’s operating budget, procurements, and personnel expenses, to ensure the appropriate use of funds as well as compliance with all funding source mandates.
• Works with the Division of Budget Operations and Review (DBOR) and the NYC Comptroller regarding audits of special education settlement payments, litigation settlement payments, and OTPS annual purchases.
• Liaises with Central offices when necessary to ensure operational transactions are executed to meet compliance mandates and OGC leadership operations.
• Maintains the OGC budget and expenditures to ensure the appropriate use of funds, in accordance with the Department’s budget policies and financial operation procedures.
• Monitors and maintains NYCPS financial systems (Galaxy, FAMIS, SEU Settlements, etc.) including reconciliation of Personnel Services (PS) and Other Than Personnel Service (OTPS) expenditures.
• Maintains all divisional IT asset inventory; responsible for the distribution and installation for all OGC information technology assets as well as logistical issues.
  
  

Qualification Requirements

Minimum

• A baccalaureate degree from an accredited college and two (2) years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six (6) years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to “1” or “2” above. However, all candidates must have at least one (1) year of experience as described in “1” above.
  
  

Preferred

• Extremely organized, able to work under pressure, and meet frequent and changing deadlines.
• Capable and detail-oriented multitasker who can prioritize and remain professional in demanding situations.
• Excellent interpersonal skills in dealing with Legal senior staff, NYCPS and City administrators, internal and external to the NYCPS.
• Proficient with NYCPS HR and financial systems, e.g., GALAXY, APRL, NYCAPS, PETS, Applicant Gateway, FAMIS and COGNOS.
• Proficient in Microsoft Office applications, e.g., Word and Visio; advanced Excel.
  
  

Salary: $82,000 - $83,500

(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not earn less than their current salary.)

Please include a resume and cover letter with your application.

NOTE: The filling of all positions is subject to budget availability and/or grant funding.

• New York City Residency is NOT Required *
  
  

We encourage all applicants from the New York City tri-state area to apply.

AN EQUAL OPPORTUNITY EMPLOYER

DOE Non- Discrimination Policy

The Department of Education of 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 upon any legally protected status or protected characteristic, including but not limited to an individual's actual or perceived sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, gender identity, veteran status, or pregnancy. For more information, please refer to the DOE Non-Discrimination Policy.

Public Service Loan Forgiveness As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.