Operations Support Specialist, OES - 27331

NYC Public Schools; New York (NY); On-site; USD 63,000 - 80,000; Full time

Job summary

New York City Public Schools (NYCPS) Office of Energy & Sustainability seeks an Operations Support Specialist to provide administrative, operational, and coordination support across OES. The role handles budgets, procurement, contracts, events, trainings, and general office operations, liaising with internal and external stakeholders to ensure smooth workflows.

The position reports to the Associate Director of Program Performance & Development and involves collaboration with multiple divisions

Qualifications

• Bachelor's degree or equivalent with relevant experience.
• Experience in community work or related activities.
• Ability to manage multiple projects in a fast-paced environment.

Responsibilities

• Coordinate meetings, prepare agendas, and take notes; maintain audit-ready folders.
• Support budget tracking, invoices, and procurement processes across divisions.
• Maintain MOUs, vendor communications, and contract deliverables.
• Plan and execute OES meetings, trainings, and citywide events, including logistics.

Skills

Project management

Stakeholder engagement

Analytical thinking

Communication

Team collaboration

Education

Bachelor's degree

High school diploma

Tools

Microsoft Office 365

CRM systems

Job description

Position Summary: New York City Public Schools (NYCPS) provides resources and programs to improve building and resource efficiency, addressing environmental issues and social inequities to support lasting change. The collaborative team manages numerous programs across nearly 1,600 schools and 1,500 buildings that foster stakeholder engagement, climate action, and optimize operations to reduce environmental impact.

The Office of Energy & Sustainability (OES) works with school based stakeholders, central NYCPS Offices, non-profit partners, and other City agencies to reduce greenhouse gas emissions, reduce waste and maximize waste diversion, and support the connection of climate and sustainability leadership and action to staff and students. The mission focused Office supports a variety of ambitious, City aligned sustainability and climate goals and Mayoral initiatives.

The Operations Support Specialist provides administrative, operational, and coordination support across the Office of Energy & Sustainability (OES), assisting with daily functions related to budget, procurement, contracts, events, trainings, and general office operations. This role supports internal tracking systems, coordinates meetings, trainings, professional development sessions, and OES wide events, liaises with internal and external stakeholders, coordinates logistical and administrative requirements, and maintains processes and documentation to ensure smooth and effective operational workflows aligned with divisional policies and goals. Performs related work.

Reports to: Associate Director of Program Performance & Development

Direct Reports: N/A

Key Relationships: Works closely with the OES Operations team, Training and Education Manager, and the Director of Sustainability as well as with central staff in the Division of Financial Operations, and the Division of Contracts and Purchasing (DCP); consultants; and vendors.

Responsibilities

Administrative and Coordination Duties

• Schedule and coordinate meetings, prepare agendas, and take meeting notes as needed.
• Organize shared drives, track requests, and maintain audit ready folders.
• Support the creation of standard operating procedures, process documentation, and training guides for administrative workflows.
• Assist with compliance and reporting requirements as defined by Chancellor’s Regulation A-850: Sustainability Coordinator designation, Annual Sustainability & Climate Action Plan, and Sustainability Survey.
• Assist with CRM maintenance/cleanup.
• Maintain driver and maintenance records for office vehicle renewal of staff parking permits.
• Help coordinate interviews, prepare onboarding materials and follow up on hiring approvals.
• Assist with the entry, review, and management of per-session timesheets to ensure accurate and timely processing.

Budget and Finance Support

• Track PS and OTPS expenditures and support reconciliation tasks across FAMIS and internal spreadsheets, while sharing budget insights with school and community partners to build transparency.
• Assist in preparing fiscal year end summaries, budget modifications, and invoice tracking to inform both internal stakeholders and community facing reports.
• Monitor encumbrance statuses and delivery certifications; flag inconsistencies or outstanding items to DFO and communicate updates to school communities where relevant.
• Coordinate with DFO on gathering documentation for audits, grant oversight, and compliance reviews, ensuring alignment with community program goals and external reporting needs.

Procurement and Contracts

• Help maintain records related to MOUs, MTAC awards, and vendor communications, while fostering positive relationships with vendors and community partners.
• Process FAMIS transactions, including requisitions, MTAC submissions, SIPP reimbursements, TRAC reimbursements, and liquidations, ensuring accuracy and timely updates that support community based initiatives.
• Maintain procurement logs and assist with reviewing invoices and contract deliverables, incorporating feedback from schools and community stakeholders when applicable.
• Support contractor tracking, including deadlines, deliverables, and invoice schedules, and facilitate communication between contractors, schools, and community partners to promote accountability.

Training & Event Coordination

• Coordinate the planning and logistical execution of OES meetings, trainings, professional development sessions, and citywide events, including scheduling, registration, materials, staffing, transportation, catering, and other event related needs.
• Develop and maintain processes, systems, and tracking tools to support the effective planning, preparation, and delivery of OES trainings, meetings, and events.
• Coordinate with internal OES teams, school based staff, community partners, vendors, and other stakeholders to ensure timely communication, delivery of materials, setup, staffing, and other logistical requirements.
• Support event preparation and onsite operations, including coordinating assignments, troubleshooting logistical or technical issues, and assisting with setup, breakdown, and post event follow up.
• Manage event related documentation, participant information, permissions, vendor coordination, and other administrative requirements, ensuring records are complete and organized.
• Prepare event and training summaries, track participation and outcomes, and provide recommendations to improve planning, coordination, and overall effectiveness.
• Support the planning and coordination of OES wide initiatives, staff trainings, team meetings, and other special events as needed.
• Create CTLE certificates for workshops and maintains required paperwork.

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

• Ability to effectively manage simultaneous projects as well as effectively work with diverse groups in a fast paced, multi deadline, and impact driven environment.
• Previous experience working with large datasets.
• High level of proficiency with a wide range of analytical and presentation tools.
• Willingness to contribute to a powerful team committed to a new future for sustainability, energy management, and urban education.
• Strong strategic thinking, project management skills, ability to proactively identify key issues and risks, and ability to make recommendations based on data and reasoning to senior leadership.
• Self-motivated and able to handle numerous responsibilities on time.
• Highly proficient in Microsoft Office 365 applications.
• Strong customer service and problem solving approach.
• Attentive to detail, extremely well organized, able to work under pressure, and meet frequent and changing deadlines.
• Good sense of humor and exceptional interpersonal skills.
• Ability to work cooperatively with a dynamic office, division, and broader organizational teams/staff, agency and community partners.

Salary

$62,707 (New Hire Rate)

$72,114 - $80,000 (Incumbent - 2 years of full-time continuous City service)

(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.)

• New York City Residency is NOT Required

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.

REQUESTING AN ACCOMMODATION - APPLICANTS

Any prospective employee (applicant) who is a qualified individual with a disability may request a reasonable accommodation to assist in the application process. If an applicant for employment believes that they have a qualifying disability and are in need of a reasonable accommodation in order to participate in the application process on an equal basis as applicants who do not have a disability, they should request an accommodation with their interview team or contact ODA by emailing [e-mail]. The determination of the accommodation request will be communicated to the applicant in writing.

https://infohub.nyced.org/docs/default-source/doe-employees-only/personnel-memorandum-6-2024-2025---accommodations.pdf

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/.