Description

Job Title: Assistant Manager, IT Administration (TCU Represented)

Salary Range: $76,586 - $109,409

Dept/Div: Resource Planning & Market Place

Supervisor: Director, IT Planning Analysis & Cost Management

Location: 2 Broadway and other locations as required

Hours of Work: 9:00 AM -5:30 PM (8 hours/day) or as required

Deadline: Open Until Filled

Playing a vital role in the economy of New York State and Connecticut, the Metropolitan Transportation Authority (MTA), consists of the busiest commuter railroad, subway and bus systems in the nation, with an annual ridership of over 2.6 billion. The MTA is comprised of MTA Headquarters/Police and the following MTA Agencies: Long Island Railroad, Metro-North Railroad, NYC Transit, Bus, Bridges and Tunnels, and Capital Construction. This position is in the Finance & Administration Division of the MTA Headquarters Information Technology (IT) Department.

This position provides services and oversight for the MTA IT Department within the areas of Procurement Coordination, Budget Management, and Human Resources Support, including but not limited to:

• Financial planning, variance reporting, and forecasting
• Procurement support for new purchases, contract modifications, and vendor payments
• Coordination and management of Human Resource activities, including labor relations and employment services

The major expected results are the efficient processing and tracking of procurements, budget transactions, and personnel actions.

General

• Plan and forecast multiyear procurement and budget requirements. Manage incumbents and vacancies to achieve budget targets.
• Ensure compliance with procurement, budget, and HR policies, guidelines, and best practices.
• Maintain an appropriate level of organization and control via the design and production of routine and ad hoc reports and summaries to management.
• Special Projects - coordinate and implement critical projects as defined by the CIO. The scope of these projects may require participation in activities outside of IT such as Budget, Procurement, Audit, Human Resources, and Labor Relations.

Procurement Support

• Track status of over 800 active IT contracts to ensure renewals are processed without a break in service
• Work with IT and Agency Procurement staff to resolve procurement issues and advise senior staff on feasible options
• Review, recommend, coordinate, monitor, and control all purchase requisitions
• Enter requisitions into PeopleSoft, including justification comments
• Coordinate vendor payments, including the distribution of invoices and physical receipting in PeopleSoft
• Oversee Procurement and travel card usage and compliance

Budget Support

• Develop short- and long-term strategies to ensure funds are in place for planned requirements as well as emergency needs
• Secure funds for new needs and participate in the IT Governance process. Review budget requests for substance, need, and conformity with MTA policies and commitments
• Prepare mid-year and year-end forecasts, monitor spending, and secure rollover of unspent funds
• Track planned and actual expenses and support the annual accrual process
• Produce budget books, average rate tables, and other IT Finance reference materials
• Investigate and resolve budget variances

Human Resources Support

• Support the processes for employee hires and separations and input and maintain information in PeopleSoft
• Maintain information on current incumbents and monitor vacancies
• Assist with new employee on-boarding and employee performance reviews
• Develop and update organizational charts
• Produce reports on overtime usage and secure cap waivers as needed
• Process travel and training requests and tuition disbursements
• Provide administrative support, including employee building and transportation passes and process membership dues and subscriptions requests
• Support processes for special circumstances (FMLA, ADA, RTW, LTS, STD, modified work schedule, etc.)
• Coordinate Labor Relations responses, including disciplinary event tracking, employee recognition, and employee suggestion programs
• Support paid and unpaid college aide/intern programs

• 
  Ability to develop and maintain strategic, financial, resource and long-range plans for the IT department.
• Capable of evaluating IT investments and providing total cost of ownership (TCO) insight, support and recommendations.
• Familiarity with best practices, industry standards and key performance indicators for the functions within IT.
• Track record providing visibility to IT Department costs and value provided to IT customers and leadership.
• Strategic thinker who can ensure funds are in place for known requirements and unplanned needs.
• Ability to track and report results versus targets as well as budget utilization.
• Understanding how to create detailed spend forecasts with focus on risks, opportunities and new funding requirements.
• Can clearly and transparently present spend projections versus approved budget for expense items within each IT area.
• Financial acumen to review budget requests for substance, need, and conformity with policies and commitments.
• Strong communicator who can support IT Budget Managers with analysis and standard and ad hoc reporting.
• Flexibility to coordinate and implement critical IT projects working across various functions and departments including HQ Budget, Procurement, Audit, Human Resources, Labor Relations, etc.
• Problem solver who can work with IT, MTA Agencies and Procurement staff to resolve funding issues or provide options.
• Proactive planner and manager of supplier engagements with ability to handle significant number of active contracts.
• Project management skills to review and manage IT project closeouts and handle amortization and depreciation of IT assets.
• Outstanding organizational and quantitative skills as well as experience managing and resolving complex resource allocation problems.
• Ability to perform high-volume work accurately and independently.
• Negotiation and interpersonal skills to successfully obtain cooperation and engagement from employees who do not directly report to this position and to secure of funding for new needs as part of the annual planning process.
• Excellent written and oral communications skills and ability to creatively propose action plans to address urgent business requirements.
• Basic knowledge of IT hardware, software and equipment.
• Strong skills with MS Office suite and/or comparable applications, with the ability to learn new software with minimal formal training.
• Knowledge of MTA and Agency operations and related budget, procurement, and HR practices and culture.
• Familiarity with Hyperion Planning financial system and PeopleSoft Procurement and HR modules

• 
  Bachelor's degree in Business Administration, Finance, Public Administration or equivalent degree or 5 years of progressively responsible experience in Budget, Procurement, or Human Resources.
  

This is a resume based position in the collective bargaining unit represented by the Transportation Communications Union (TCU) and will be governed by the terms of the associated TCU collective bargaining agreement for IT employees.¿ As such, candidates selected for this position will be represented by TCU and be on MTA payroll.¿ In addition, candidates selected may be required to work at any MTA Agency location.

As an employee of MTA Headquarters you may be required to complete an annual financial disclosure statement with the State of New York, if your position earns more than $105,472 (this figure is subject to¿change) per year or if the position is designated as a policy maker

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