Facilities Planner 2 (NY HELPS), Box PIMS-1186/22011

New York State Education Department; City of Albany (NY); Hybrid; USD 103,000 - 126,000; Full time

Job summary

New York State Education Department (NYSED) seeks a Facilities Planner 2 to oversee capital, maintenance, renovation, and infrastructure projects for about 60 statewide facilities. The role applies professional project management to keep initiatives on schedule, on budget, and aligned with scope and quality standards.

The incumbent will coordinate with NYSED program offices, OGS, DASNY, vendors, and other stakeholders; manage plans, budgets, and procurement; and support policy development and

Qualifications

• Seven years of experience planning multi-trade building facility construction projects.
• Experience in policy development or planning related to facilities is a plus.

Responsibilities

• Manage multiple facilities-related projects of moderate complexity from initiation through completion.
• Coordinate activities with NYSED program offices, consultants, contractors and state agencies to ensure objectives are met.
• Develop and maintain project plans, schedules, milestones, risk assessments, communication plans, and status reports.
• Monitor budgets, expenditures, contracts, and resources; implement corrective actions as needed.

Job description

Duties Description

The New York State Education Department’s (NYSED) Office of Facilities and Business Services is seeking candidates for a Facilities Planner 2 position. Under the direction of the Director of Facilities and Business Services, the Facilities Planner 2 is responsible for managing and coordinating facility-related capital, maintenance, renovation, infrastructure, and operational improvement projects affecting approximately 60 owned and leased facilities statewide on behalf of the New York State Education Department (NYSED). The incumbent applies professional project management principles and methodologies to ensure projects are completed on schedule, within budget, and in accordance with established scope, quality, procurement, communication, and risk management objectives. Duties include, but are not limited to:

• Manage multiple facilities-related projects of moderate complexity from project initiation through completion, including building renovations, space utilization projects, major maintenance initiatives, infrastructure upgrades, safety improvements, and operational enhancements;
• Coordinate project activities involving NYSED program offices, consultants, contractors, vendors, New York State Office of General Services (OGS), Dormitory Authority of the State of New York (DASNY), local authorities, and other stakeholders to ensure project requirements and objectives are achieved;
• Develop and maintain project plans, schedules, milestones, risk assessments, communication plans, and status reports to monitor and communicate project progress;
• Assist in defining project scope, goals, deliverables, resource requirements, and performance measures in collaboration with project sponsors and stakeholders;
• Monitor project timelines, budgets, expenditures, contracts, and resource utilization to identify issues and implement corrective actions when necessary;
• Manage all project-related administrative and fiscal activities, including preparing and tracking purchase order requests, reviewing and verifying project expenditures, processing and reconciling invoices, monitoring contract balances and encumbrances, maintaining financial documentation, and coordinating with fiscal, procurement, and contract management staff to ensure timely payment and accurate project accounting;
• Evaluate project risks and develop mitigation strategies to minimize schedule delays, budget impacts, operational disruptions, and compliance concerns;
• Facilitate project meetings, document decisions and action items, and ensure appropriate follow-up with project team members and stakeholders;
• Coordinate project procurement activities, including assisting with the development of scopes of work, specifications, Requests for Proposals (RFPs), contract documentation, and vendor performance reviews;
• Monitor contractor, consultant, and vendor performance to verify compliance with project requirements, contract provisions, quality standards, and applicable regulations;
• Review project deliverables and quality metrics to ensure outcomes meet established standards, operational needs, and stakeholder expectations;
• Analyze project data and prepare reports, presentations, and recommendations for executive leadership regarding project status, risks, resource needs, and strategic priorities;
• Support the development and implementation of project management policies, procedures, templates, tools, and best practices to improve project delivery and organizational effectiveness;
• Provide technical guidance and project management expertise to facilities staff and program managers regarding project planning, execution, and monitoring;
• Participate in project closeout activities, including lessons learned reviews, documentation of project outcomes, and identification of continuous improvement opportunities;
• Assist the Director of Facilities and Business Services in managing complex, large-scale, or high-visibility facilities initiatives and special projects as assigned;
• Travel as necessary to NYSED-owned and leased facilities statewide to assess project progress, coordinate activities, and ensure successful project delivery; and
• Perform other duties as assigned to support the mission and operational objectives of the Office of Facilities and Business Services.

Duties Description

The New York State Education Department’s (NYSED) Office of Facilities and Business Services is seeking candidates for a Facilities Planner 2 position. Under the direction of the Director of Facilities and Business Services, the Facilities Planner 2 is responsible for managing and coordinating facility-related capital, maintenance, renovation, infrastructure, and operational improvement projects affecting approximately 60 owned and leased facilities statewide on behalf of the New York State Education Department (NYSED). The incumbent applies professional project management principles and methodologies to ensure projects are completed on schedule, within budget, and in accordance with established scope, quality, procurement, communication, and risk management objectives. Duties include, but are not limited to:

• Manage multiple facilities-related projects of moderate complexity from project initiation through completion, including building renovations, space utilization projects, major maintenance initiatives, infrastructure upgrades, safety improvements, and operational enhancements;
• Coordinate project activities involving NYSED program offices, consultants, contractors, vendors, New York State Office of General Services (OGS), Dormitory Authority of the State of New York (DASNY), local authorities, and other stakeholders to ensure project requirements and objectives are achieved;
• Develop and maintain project plans, schedules, milestones, risk assessments, communication plans, and status reports to monitor and communicate project progress;
• Assist in defining project scope, goals, deliverables, resource requirements, and performance measures in collaboration with project sponsors and stakeholders;
• Monitor project timelines, budgets, expenditures, contracts, and resource utilization to identify issues and implement corrective actions when necessary;
• Manage all project-related administrative and fiscal activities, including preparing and tracking purchase order requests, reviewing and verifying project expenditures, processing and reconciling invoices, monitoring contract balances and encumbrances, maintaining financial documentation, and coordinating with fiscal, procurement, and contract management staff to ensure timely payment and accurate project accounting;
• Evaluate project risks and develop mitigation strategies to minimize schedule delays, budget impacts, operational disruptions, and compliance concerns;
• Facilitate project meetings, document decisions and action items, and ensure appropriate follow-up with project team members and stakeholders;
• Coordinate project procurement activities, including assisting with the development of scopes of work, specifications, Requests for Proposals (RFPs), contract documentation, and vendor performance reviews;
• Monitor contractor, consultant, and vendor performance to verify compliance with project requirements, contract provisions, quality standards, and applicable regulations;
• Review project deliverables and quality metrics to ensure outcomes meet established standards, operational needs, and stakeholder expectations;
• Analyze project data and prepare reports, presentations, and recommendations for executive leadership regarding project status, risks, resource needs, and strategic priorities;
• Support the development and implementation of project management policies, procedures, templates, tools, and best practices to improve project delivery and organizational effectiveness;
• Provide technical guidance and project management expertise to facilities staff and program managers regarding project planning, execution, and monitoring;
• Participate in project closeout activities, including lessons learned reviews, documentation of project outcomes, and identification of continuous improvement opportunities;
• Assist the Director of Facilities and Business Services in managing complex, large-scale, or high-visibility facilities initiatives and special projects as assigned;
• Travel as necessary to NYSED-owned and leased facilities statewide to assess project progress, coordinate activities, and ensure successful project delivery; and
• Perform other duties as assigned to support the mission and operational objectives of the Office of Facilities and Business Services.

Minimum Qualifications

NY HELPS

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-competitive Minimum Qualifications

To be considered for appointment through NY HELPS candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• Seven* years of experience planning multi-trade building facility construction projects, or in policy development or planning of multi-trade municipal land use projects.

• an associate degree in a related field can substitute for two years of specialized experience; a bachelor’s in a related field degree can substitute for four years of experience; a master’s degree in a related field can substitute for five years of experience; and a doctorate in a related field can substitute for six years of experience.

55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must possess a current 55b/c eligibility letter and meet the minimum qualifications.

Competitive Minimum Qualifications

Eligible List Appointment: Candidates must be reachable on the Civil Service eligible list for this title. If you are on the Civil Service eligible list for this title, you may receive a canvass letter. You must complete and return it as instructed on the letter.

Section 70.1 Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-21 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.

For information regarding the transfer options of your current title, please visit the Civil Service Career Mobility Office Website. https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Comments

CONDITIONS OF EMPLOYMENT: This will be a permanent competitive or non-competitive appointment. Promotions and transfers may change appointees’ negotiating unit. Candidates should be aware that changes in negotiating units may affect their salary, insurance, and other benefits.

Verification of experience and/or education will be required at the time of interview for all candidates.

This position allows for the opportunity to telecommute up to 30% each bi-weekly pay period and is granted at the discretion of the supervisor and the appointing office. This position will require 30% in-state travel.

Filling of this position is contingent upon fiscal approval.

This position leads to a maximum salary of $114,585 based on annual performance advances. For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

Interested in a job with New York State, but don’t know where to start?

Visit these links for information on working for New York State:

• https://www.cs.ny.gov/jobseeker/
• https://www.cs.ny.gov/pio/publications/gettingajob.pdf

Generous benefits of working for New York State, including, but not limited to, the following:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually.
• Thirteen (13) days of paid vacation leave in year one, increasing to 20+ days with additional years of service.
• Five (5) days of paid personal leave annually.
• Thirteen (13) days of paid sick leave annually for PEF/CSEA and eight (8) days paid sick leave annually for M/C.
• Annual professional leave and educational leave opportunities for eligible staff.

Health Care Benefits

• Eligible employees and dependents can choose from a variety of affordable and generous health insurance programs.
• Family dental and vision benefits at no additional cost.

Additional Benefits

• Enrollment in the New York State pension system which has earned the distinction of being one of the best-managed and best-funded plans in the nation OR Optional Retirement Defined Contribution Plan with 8% salary match (eligibility requirements apply).
• NYS Deferred Compensation and an exclusive 403(b) Optional Retirement Savings Plan.
• Paid Parental Leave for all employees and Paid Family Leave (M/C Only).
• Public Service Loan Forgiveness (PSLF).
• Eligibility for various life insurance options.