Administrative Coordinator

Description

Duties Description

The Administrative Coordinator works under the supervision of the Facilities Director, Facilities Operations Officer or other appropriate designee. Incumbents perform professional functions to ensure that agency projects and executive initiatives are successfully accomplished within required timeframes. The Administrative Coordinator exercises a considerable amount of independent judgment in the performance of assigned duties. Incumbent is expected to interpret and apply various policies, procedures, laws, rules, regulations, and guidelines.

The position performs responsibilities in accordance with all current and amended, DMNA policies and procedures, federal and state statutes, and where applicable, the contract bargaining agreement and requirements of the National Guard Bureau (NGB), specifically the Master Cooperative Agreement (MCA) and supporting regulations. The position may report to state and/or federal supervisory personnel. This position is management/confidential and is not covered under labor contract provisions within the DMNA.

The duties and responsibilities of this position may include, but are not limited to the following:

• Frequent verbal and written communication with a variety of individuals, including supervisors, or other program and administrative staff, and entities outside the agency.
• Preparation and review of written communication which may be in the form of general correspondence, reports, charts, presentations or electronic-mail (e-mail). The frequency and type of communication is determined by the requirements of each assigned program.
• May provide proofreading and formatting assistance on various departmental documents and communications.
• Assist in reviewing, designing, revising and controlling agency forms; as well as policy and procedures manuals related to directorate.
• Develop and implement methods of data analysis and tabulations of data for analysis. Draw conclusions from analyzed data and recommend action based on results of data. Prepare tables, charts, and reports to describe the analysis and document procedures and analytical methods.
• Maintains and manages the MNFE State Manning document ensuring the appropriate lines and pools
• Maintain organizational charts and track vacancies, retirements, resignations, and new hires for all MNFE throughout the state.
• Maintains the department personnel records including but not limited to personnel contact information, time and attendance roster and daily attendance tracker.
• Manages the calendar for the use of the MNFE conference room.
• Prepare Directors’ travel requests and travel claims through the Budget and Finance travel portal.
• Administration of the Nonmilitary Use (NMU) Program to include leases on a paid and nonpaid basis. Leases include all forms of rental agreements, licenses, permits, NMU agreements, Memorandums of Agreement, and leases.
• Maintain data base systems to allow the expeditious processing of requests, tracking and retrieval of required information.
• Periodic review and recommendations for the revision of regulations governing the NMU Program.
• Review and recommend updates to established rates for the use of facilities.
• Ensure timely and accurate processing of lease requests.
• Reviews estimated janitorial and security needs relating to facility uses.
• Train and assist Officers in Charge and Control (OIC&C) and facility superintendents in the procedures related to and proper execution of NMU agreements.
• Serve as liaison between prospective tenants and facility superintendents to ensure all lease requirements are clearly identified to minimize any possible conflicts.
• Work with facility personnel to monitor tenant compliance with all lease provisions regarding local licenses, cleanup after events, payments of fees due, and other matters as required.
• Identify situations where regulatory procedures are not being followed and initiate corrective action where required.
• Coordinate with the Budget and Finance Office (MNBF) when required on various matters of the NMU program such as delinquent payments for facility usage. Provide data required for MNBF to process finance matters such as payment recoupment.
• Maintain central files, semiannual and special reports relating to the NMU Program.
• Prepare responses to public, legislative or executive inquiries relating to the NMU Program or a specific event as directed by supervisors.
• Establish priorities, monetary after-action reports, and prepare military/civilian correspondence as required.
• Will be required to interact with and have frequent oral, written and face-to-face communication with many departments and individuals including state and military personnel and supervisors.
• Will complete and attend training as required.
• May have to travel via various modes of transportation to meet job requirements.
• May train and/or supervise staff or project teams.
• Schedule adjustments may periodically be required.
• Additional hours may periodically be required.
• Other duties as assigned.
  
  

Job Requirements

• Must be proficient in Microsoft Office Suite.
• Must have strong organizational skills.
• Ability to perform tasks with minimal supervision.
• Experience in multi-tasking and prioritizing multiple deadlines.
• Strong written and verbal communication skills.
• Ability to prepare written material in a clear and concise form.
• Ability to train and supervise subordinates and other staff.
• Ability to work independently or with other individuals in a project/team setting in accordance with supervisory guidance and direction.
• Will be required to appropriately handle and manage confidential information.
• Ability to get along with and interact well with different groups of people, including co-workers, management, both Federal and State personnel and the public.
• Ability to read and write in English.
• Demonstrate reliability and trustworthiness.
  
  

Additional Preferred Knowledge, Skills And Abilities

• Knowledge of Federal, State and local agency operations and policies – especially related to purchasing and procurement.
• Experience with the SFS program and procedures.
• Experience with the lease and rental programs and procedures.
• Supervisory experience.
  
  

Qualifications

Minimum Qualifications

Bachelor’s Degree from a regionally accredited college or university, plus two (2) years of full-time experience in Business Administration, Public Administration, Finance Administration, Facilities Management, or related fields.

OR

Associate’s Degree from a regionally accredited college or university, plus two (2) years of full-time specialized experience and two (2) years of full-time experience in Business Administration, Public Administration, Finance Administration, Facilities Management, or related fields.

OR

Four (4) years of full-time specialized experience plus two (2) years of full-time experience in Business Administration, Public Administration, Finance Administration, Facilities Management, or related fields.*

AND

Must have and maintain a valid driver’s license to operate a motor vehicle in the State of New York. May be required to utilize vehicles for site visits and other travel. Must report any changes in driver’s license status to supervisory chain of command and State Human Resources.

Must be able to read and write in English.

Must be proficient in and able to independently use Microsoft Office Suite software, more specifically Word and Excel.

Required to have or successfully complete within 90 days of receiving computer access, all training associated with assigned data systems such as Statewide Financial System (SFS), GFEBS and Statewide Learning Management System (SLMS) as related to duty assignments. **

• Other combinations of education and work experience, including military, may be considered with totaling six years; four (4) years of full-time specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.
  
  

In accordance with NGB standards, will be required to obtain and maintain a favorable background investigation, and have an appropriate clearance to allow access to computer networks and restricted areas to determine suitability, loyalty, and trustworthiness. Minimally a National Agency Check with Inquiry (NACI) will be completed - dependent on current regulation, a SECRET or other clearance may be required.

• Should related regulations, procedures and requirements change, additional training and/or certifications may be required.
  
  

At all times, employees MUST maintain minimum standards in accordance with current agency requirements and directives noted above; failure to do so will subject the individual to disciplinary action, including possible termination.

NOTE: Position standards illustrate the nature, extent and scope of duties and responsibilities of the position described. Standards cannot and do not include all of the work that might be appropriately performed by the incumbent. The minimum qualifications above are those which were required for appointment at the time the Position Standards were written. Please contact State Human Resources Directorate for any further information regarding the position requirements.

Additional Comments

This position is not in the Classified Service of New York State, but is covered under New York State Military Law. If selected, current Civil Service employees will lose their seniority within the Classified Service, thereby exempting them from applying for promotional exams within Civil Service.