Lead Administrative OTPS Specialist

Job DescriptionONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE ADMINSTRATIVE MANAGER CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.Division/Program Summary Description:The Division of Family and Child Health (DFCH) of the New York City Department of Health and Mental Hygiene is charged with the creation and oversight of programs, policies, services, and environments that support physical and socio-emotional health, and promote primary and reproductive health services, health equity, social justice, safety and well-being for New York City families and children.The Division is comprised of the Bureau of Maternal Infant and Reproductive Health, the Bureau of Early Intervention, the Office of School Health, and the Bureau of Administration. The vision of the DFCH is that every child, woman, and family recognize their power and is given the opportunity to reach their full health and development potential.Position Summary:The Administrative Manager will provide critical support to the Bureau of Maternal Infant & Reproductive Health (BMIRH) which consists of the following programs/units: New Family Home Visiting Program (a mayoral initiative), Maternal Child Health, Sexual & Reproductive Health, Research & Evaluation, Newborn Visiting Program, Nurse Family Partnership and MHQIN.Job Duties and Responsibilities:1. Manage purchase requisitions submitted to the Office of Purchasing via the ConTrak-Purchasing System, oversee and submit purchase requisitions required to be processed via the PASSPort System. Work with ACCO/Procurement and programs to ensure they follow up with their vendors to obtain any outstanding documentation needed to finalize their purchase orders.2. Verify supplies and equipment deliveries are received, reconcile orders and approve invoices (purchase order and contractual) for the division utilizing the PAYRS and PASSPort Systems; Liaise with programs to guarantee that deliveries are received in a timely fashion, especially before the fiscal year ends. When there are discrepancies between what is ordered and what is received, troubleshoot with vendors to rectify the issue, ensure discrepancies are resolved and promptly process invoice payments to avoid accruing encumbrances which affects the next fiscal year spending ability.3. Manage and maintain office supplies inventory for Central Office including oversight of division-wide WB Mason orders submitted by Bureau Liaisons. Troubleshoot and resolve issues between the programs and the vendor. Ensure that Bureau Liaisons process payments promptly.4. Manage check requests and personal reimbursement requests for miscellaneous expenses including MetroCards submitted to Fiscal Management. Manage purchases made with assigned PCard.5. Work with Fiscal Management to review outstanding encumbrances on the Aging Report. Liaise with programs and vendors to determine which open balances should be decreased. If vendors forgot to invoice DOHMH for work done previously, assist them in submitting the invoice for payment processing. Work in conjunction with DFCH Budget Unit to submit decreases in a timely fashion. On an ongoing basis, reconcile the report, provide updates to Fiscal Management and ensure that the updates are captured in the respective systems.6. Supervise OTPS Coordinator and manage workload of subordinate.7. Assist the Director of Administrative Services and Procurement Unit whenever needed.Why you should work for us:- Benefits: City employees are entitled to unmatched benefits such as:o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.o additional health, fitness, and financial benefits may be available based on the positions associated union/benefit fund.o a public sector defined benefit pension plan with steady monthly payments in retirement.o a tax-deferred savings program ando a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.- Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.- Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!Commitment to Equity: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 based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.Qualifications1. 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; or2. 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; or3. A four-year high school diploma or its educational equivalent and six years ofsatisfactory, 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 thesupervision of staff performing clerical/administrative work of more thanmoderate difficulty; or4. Education and/or experience equivalent to "1", "2" or "3" above. However, allcandidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education abovethe high school level may be substituted for the general clerical/administrativeexperience (but not for the administrative, managerial, executive or supervisoryexperience described in "1", "2" or "3" above) at a rate of 30 semester creditsfrom an accredited college for 6 months of experience up to a maximum of 3years.Additional InformationThe 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 based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.