THIS TITLE IS IN A CIVIL SERVICE COMPETITIVE CLASS THAT IS SUBJECT TO EXAMINATION. POSITION IS ONLY OPEN TO APPLICANTS WHO ARE PERMANENT AS ADMINISTRATIVE EDUCATION ANALYST, OR PERMANENT IN AN EQUIVALENT TITLE THAT IS ELIGIBLE FOR 6.1.9 TO ADMINISTRATIVE EDUCATION ANALYST, OR CANDIDATES WHO TOOK THE MOST RECENT ADMINISTRATIVE EDUCATION ANALYST CIVIL SERVICE EXAMINATION.
(THOSE WHO PREVIOUSLY APPLIED NEED NOT RE-APPLY)
AMENDED
POSITION SUMMARY: The Deputy Director of Field Operations assists the Field Operations Director in establishing important operational policies and procedures, as well as directing the team’s implementation of those policies and procedures in regards to every New York City Early Childhood Center (NYCEEC) within the borough(s) overseen. This work includes assisting the Field Operations Director in the following areas: managing a team of Operations Analysts and Case Managers; managing contracts and vendor relations; analyzing, reviewing, and approving NYCEEC budgets, expenditures, and enrollment; approving and disbursing payments to NYCEECs; ensuring compliance with City and NYCDOE procurement rules; managing NYCEEC site visits and documentation of observations; developing systems for organizing and utilizing data; and completing high-priority special projects. Performs related work.
REPORTS TO: Field Operations Director
DIRECT REPORTS: Operation Analysts, Case Managers, and clerical/administrative staff.
KEY RELATIONSHIPS: Senior and Executive Directors of Field Operations, other central DECE teams (e.g., Data; Outreach; Divisional Operations; Expansion, Policy, and Performance), field-based Program Administrator and Program Specialist(s), other DECE Operations Directors, Division of Contracts and Purchasing (DCP), Division of Financial Operations (DFO), Office of Auditor General (OAG), other central DOE offices, and NYCEECs.
RESPONSIBILITIES
NYCEEC Contract Management and Oversight
- Manages all Pre-K for All NYCEEC contracts; responsibilities include oversight of budgets and expenditure reporting requirements, NYCEEC staff security clearance, site licensing and insurance certificates, facility health and safety, and teacher certification.
- Supports Director in negotiating budgets and per-child rates for NYCEECs.
- Manages Pre-K for All enrollment for NYCEECs, including overseeing the review, tracking, and approval of student enrollment documents from NYCEECs; oversees the approval of enrollments into the Pre-KIDS and ATS data systems.
- Makes recommendations to Director on policies and procedures regarding NYCEEC contract actions such as withdrawals, terminations, location changes, and seat increases and reductions, in concert with other DECE departments and City agencies. Assists in overseeing the team that implements these actions and communicates with vendors on their contract status, compliance questions, and operational quality concerns.
- Makes recommendations to Director on policies and procedures regarding contract provisions, procurement, internal controls, and best business practices for NYCEECs, in collaboration with central Field Operations leadership.
- Develops and leads trainings on contract procedures, technical assistance, and best practices for Field Office staff.
- Oversees the resolution of NYCEEC escalations and quality concerns by Field Office staff, in collaboration with the Director and other Field Office leadership, specifically the Program Administrator from the DECE Teaching and Learning Team, as well as the Program Specialist(s) from the DECE Family and Community Engagement Team.
- Manages the accurate and efficient maintenance of information in Pre-K Integrated Data System (Pre-KIDS) on Vendor Portal, Personnel Eligibility Tracking System (PETS), contract files, and NYCEEC legal and fiscal documents.
- Manages and coordinates audits and reviews conducted by external oversight agencies, e.g., NYC Comptroller’s Office, NYS Education Department, NYS Office of the State Comptroller, NYCDOE OAG, etc.
- Manages overall allocation of NYCEEC funding to vendors citywide.
- Directs the team that is responsible for:
- analyzing and evaluating annual budget requirements based on projected enrollment and the per-child rate for each vendor;
- properly executing financial and related administrative support functions;
- managing fiscal year opening and closing processes;
- monitoring encumbrances by district; and
- coordinating the liquidation of open encumbrances that are no longer needed.
- Oversees implementation of budget and purchasing procedures in FAMIS and other financial systems.
Personnel and Human Resources Management
- Hires, onboards, trains, supervises, and coaches team of operations professionals.
- In collaboration with the Director, establishes staff goals and oversees progress towards achievement.
- Collaborates with central Field Operations leadership to offer professional development opportunities and staff resources.
- Serves as point person for all Human Resource transactions for Field Office staff.
- Approves Cybershift time for direct reports and provides related ongoing support, e.g., payroll processing, including EIS and NYCAPS.
Special Projects
- Serves as an external point of contact to key stakeholders for DECE as directed by Senior Director of Operations.
- Collaborates with various divisions within the Department of Education, such as the Division of Contracts and Purchasing, the Division of Financial Operations, and the Office of Auditor General.
QUALIFICATION REQUIREMENTS:
MINIMUM
- A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies, or a closely related field, or a Juris Doctor degree from an accredited law school and two years of satisfactory full-time professional experience, for educational program(s) and/or institution(s) in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting economic or financial administration, fiscal or economic research; management or methods analysis, operations research, organizational research or program evaluation; educational, personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, fiscal management, or a related area, 18 months of this experience must have been in an executive, managerial, administrative, consultative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or
- A baccalaureate degree from an accredited college and four years of satisfactory full-time professional experience as described in "1" above, including the 18 months of executive, managerial, administrative, consultative or supervisory experience described in "1" above; or
- Education and/or experience equivalent to “1”, or “2” above. Graduate education in areas other than those mentioned above, may be substituted for the professional experience, but not for the 18 months of managerial experience described in “1” above, at the rate of 15 graduate semester credits from an accredited college or university for 6 months up to a maximum of 1 year of professional experience. However, all candidates must possess a baccalaureate degree from an accredited college and 18 months executive, managerial, administrative, consultative or supervisory experience, as described in “1” above.
PREFERRED
- MBA or MPA degree.
- Superior project management and organizational skills, including the ability to manage numerous tasks simultaneously, work under pressure, meet tight deadlines, and proactively resolve issues.
- Outstanding judgment and strong problem-solving skills, with the ability to organize facts and present information and figures in a clear, concise, and logical manner, both orally and in writing.
- A team player capable of resolving organizational roadblocks, with the ability to collaborate effectively with colleagues at all levels of the organization.
- Prior knowledge of and experience in education and/or government.
- Ability to communicate and disseminate knowledge to school-based and field personnel, parents, students, and Central Office staff, while complying with confidentiality requirements in City, State, and Federal policies and statutes.
- Excellent interpersonal skills in dealing with education and non-education personnel, internal and external to the DOE; NYCEEC directors and staff; parents; and other constituents in the community.
- Proficiency with Microsoft Word, Excel, Access, and PowerPoint, and familiarity with basic statistical analyses.
- Internal candidates preferred.
SALARY: $85,872+
(Internal candidates who are selected for this position and who currently hold comparable or less senior positions within the DOE will not make less than their current salary.)
PLEASE INCLUDE A RESUME AND COVER LETTER WITH YOUR APPLICATION.
APPLICATIONS WILL BE ACCEPTED THROUGH APRIL 4, 2019 UNTIL 3:00 P.M.
NOTE: THE FILLING OF ALL POSITIONS IS SUBJECT TO BUDGET AVAILABILITY AND/OR GRANT FUNDING.
THIS POSITION IS OPEN TO QUALIFIED PERSONS WITH A DISABILITY WHO ARE ELIGIBLE FOR THE 55-A PROGRAM. PLEASE INDICATE IN YOUR COVER LETTER THAT YOU WOULD LIKE TO BE CONSIDERED FOR THE POSITION UNDER THE 55-A PROGRAM.
AN EQUAL OPPORTUNITY EMPLOYER
It is the policy of the Department of Education of the City of New York to provide educational and employment opportunities without regard to race, color, religion, creed, ethnicity, national origin, alienage, citizenship status, age, marital status, partnership status, disability, sexual orientation, gender (sex), military status, prior record of arrest or conviction (except as permitted by law), predisposing genetic characteristics, or status as a victim of domestic violence, sexual offenses and stalking, and to maintain an environment free of harassment on any of the above-noted grounds, including sexual harassment or retaliation. Inquiries regarding compliance with this equal opportunity policy may be directed to: Office of Equal Opportunity, 65 Court Street, Room 1102, Brooklyn, New York 11201, or visit the OEO website at http://schools.nyc.gov/OEO
Required Skills
Required Experience