Facilities Operations Officer

City of New York•New York, NY

10d•$98,140 - $114,849•Hybrid

About The Position

The Department of Finance’s Administration and Planning Division is seeking a Facilities Operations Officer to support the Executive Director of Facilities and Operational Support Services. The division manages administrative and operational services for the agency. The Office of Operational Services coordinates facilities-related support across public and privately leased properties, including space planning, telecommunications, security, fire safety, health and safety, fleet, and transportation operations. DOF occupies more than 1 million square feet across 12 buildings in New York City’s five boroughs. The Facilities Operations Officer supports the coordination of facilities management, operational planning, and administrative priorities to ensure efficient day-to-day operations and successful execution of initiatives. The role directs facility operations, contract administration, vendor management, budget oversight, and financial controls to support efficient, compliant, and cost-effective operations. The position reports to the Executive Director of Facilities and Operational Support Services. The position may be eligible for remote work up to two days per week under the Remote Work Pilot Program. Applicants must be permanent in the Administrative Staff Analyst civil service title or permanent in a comparable civil service title eligible for a 6.1.9 title change. Applicants must include their employee identification number and permanent civil service title in their application materials. Hired candidates must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form.

Requirements

Must be permanent in the Administrative Staff Analyst civil service title or permanent in a comparable civil service title eligible for a 6.1.9 title change.
Must include an employee identification number and indicate the permanent civil service title in the cover letter.
Must meet one of the stated Administrative Staff Analyst qualification pathways: a relevant master’s degree or JD plus two years of qualifying professional experience; a bachelor’s degree plus four years; an associate degree or 60 semester credits plus six years; a high school diploma or equivalent plus eight years; or an equivalent combination of education and experience.
Qualifying professional experience must be in areas such as budget administration, accounting, financial or fiscal administration, management or methods analysis, operations research, program evaluation, personnel or public administration, or related listed fields.
The qualifying experience must include 18 months in an executive, managerial, administrative, or supervisory capacity; supervision must involve staff performing professional work in the specified areas.
Under the combination-of-education-and-experience pathway, candidates must have a high school diploma and at least two years of qualifying experience, including the required 18 months of executive, managerial, administrative, or supervisory experience.
Upon hire, must verify identity and eligibility to work in the United States and complete the required employment eligibility verification form.

Responsibilities

Direct and coordinate the day-to-day administrative, financial, and operational activities of Facilities and Operational Support Services.
Manage the unit’s operating budget, including planning, forecasting, spending projections, expenditure monitoring, fiscal reporting, budget modifications, and financial analyses.
Serve as the primary liaison with vendors, contractors, and service providers.
Oversee contract administration, procurement, purchase orders, requisitions, service agreements, and invoice approvals to ensure compliance, fiscal accountability, and quality service delivery.
Develop project plans, timelines, and deliverables; track progress, troubleshoot challenges, and identify bottlenecks.
Coordinate facilities support operations, including building maintenance, space management, security, warehousing, mailroom services, printing operations, vendor coordination, and related support functions.
Provide operational and administrative support to the Executive Director, including preparation for meetings and assistance with presentations, memoranda, reports, and briefings.
Develop and implement operational processes and standard operating procedures to improve efficiency, service delivery, regulatory compliance, and workplace safety.
Oversee staffing needs, resource allocation, hiring and onboarding coordination, and employee development initiatives.
Supervise and guide assigned staff, fostering accountability, collaboration, and customer service.
Analyze operational and financial data to support decision-making and identify opportunities for improvement.