Fiscal Coordinator

Department of Transportation; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

Department of Transportation seeks an Administrative Manager to backfill vacant Fiscal Coordinator duties within the Grants Fiscal Management unit. The role coordinates daily financial transactions, supports HR, IT, and facilities, reviews imprest vouchers, and ensures regulatory compliance with City, State and Federal laws.

NYC residency is required within 90 days of appointment. The position involves handling payroll/receipts, P-card processes, travel reimbursements, and annual audits, with

Qualifications

• 1) A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.
• 2) An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in “1” above, 18 months… in supervisory capacity.
• 3) A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in “1” above, 18 months… in supervisory capacity.
• 4) Education and/or experience equivalent to “1”, “2” or “3” above, with 18 months of supervisory experience as described in “1” above.

Skills

Excellent communication, presentation,

MS Excel

Power BI

Microsoft Word

PowerPoint

Teams

Co-Pilot

Education

Baccalaureate degree

Associate degree

High school diploma

Education/experience equivalent

Tools

Excel

Power BI

Word

PowerPoint

Teams

Co-Pilot

Job description

IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF ADMINISTRATIVE MANAGER, OR MUST BE REACHABLE ON THE CURRENT ADMINISTRATIVE MANAGER LIST. The fiscal unit within Grants Fiscal Management is seeking to backfill vacant Fiscal Coordinator position. The Fiscal Affairs unit is responsible for paying all expenses and collecting all the revenue associated with the agency’s annual billion-dollar budget. Fiscal Affairs processes 35,000 invoices annually and collect over $300 million in grant reimbursements annually. Additionally, the unit manages the agency’s employee related fiscal transactions such as but not limited to the P-card, the union annuity distribution, employee travel reimbursements, petty cash disbursements, etc. Further, the unit handles special assignments such as the annual single audit, the annual payment card industry (PCI) compliance review & recertification and other budgetary functions such as the annual inactive capital encumbrance lapse, accrual clearing and many others. Under the general supervisor of the Deputy Director of Fiscal Affairs, he or she will assist in coordinating and expediting the accurate detail completion of daily transactions, act as an internal administrative liaison with responsibilities between Deputy Director, Support Services, Accounts Payable, Contract Payment and Revenue & Account Receivables work unit. The Coordinator will fill in operational gaps caused by new projects and/or competing deadlines. For support Services under the direction of work unit supervisor, Coordinator will review and process imprest reimbursement vouchers, conduct review of agency’s monthly P-card submission packages, monitor and track imprest funds and personal expense checking accounts and serve as backup for travel request processing and monitoring. Fiscal Coordinator will also be responsible for coordination with HR, IT, T and Facilities for recruitment, onboarding, and staff departures, monitor, track, process and report on all new job postings and promotions. Coordinator will monitor all staff leave and overtime requests from work units. Lastly Coordinator will prepare ad hoc reports and analysis for Executive and Deputy Director related to all responsibilities. This role must be backfilled for the unit to perform its mission critical functions and ensure regulatory compliance with City, State and Federal laws. LOCATION: 55 Water St NY, NY SHIFT/OFFICE HOURS: Monday - Friday, 9 am - 5 pm ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C

Minimum Qualifications

• 1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• 2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• 3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
• 4. Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Preferred Skills

Excellent communication, presentation and interpersonal skills. Strong ability to do independent research by sourcing and reviewing City rules and regulations, ability to present findings in a clear and concise manner.Proficiency or working knowledge of Financial Management System (FMS3). Proficiency in business analysis using MS Excel at minimum, Power BI a plus. Proficiency with Microsoft Word, PowerPoint, Teams, and Co-Pilot a plus.

55a Program

TBD

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/

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also