NY HELP No Agency Military and Naval Affairs, Division of Title Administrative Coordinator Occupational Category Administrative or General Management Salary Grade 18 Bargaining Unit DMNA - Division of Military and Naval Affairs (CSEA) Salary Range From $67119 to $67119 Annually Employment Type Full-Time Appointment Type Permanent Jurisdictional Class "Other" (generally Military Law positions) Travel Percentage 10% Workweek Mon-Fri Hours Per Week 37.5 Workday From 7:30 AM To 5 PM Flextime allowed? No Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? No County Albany Street Address New York State Division of Military and Naval Affairs Headquarters - Directorate of Facilities and Engineering 330 Old Niskayuna Road City Latham State NY Zip Code 12110 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. 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.ORAssociate’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.ORFour (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.*ANDMust 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. Some positions may require additional credentials or a background check to verify your identity. Name Human Resources Telephone 518-786-4830 Fax 518-786-4969 Email Address ng.ny.nyarng.mbx.mnhs-job-posting@army.mil Address Street New York State Division of Military and Naval Affairs Headquarters - State Human Resources Management 330 Old Niskayuna Road City Latham State NY Zip Code 12110 Notes on Applying To be considered for an interview, please submit your cover letter and resume to one of the following:BY E-MAIL (PREFERRED METHOD):Send to: ng.ny.nyarng.mbx.mnhs-job-posting@army.milSubject line to say: Job Title and LocationBY MAIL:New York State Division of Military and Naval AffairsState Human Resources Management330 Old Niskayuna RoadLatham, New York 12110-3514Attn: ClassificationsBY FAX:(518) 786-6085Fax Cover sheet to say: Job Title and LocationIn your submission, please be sure to indicate what position and location you are apply to. Ensure to CLEARLY note how you meet the minimum qualifications for the position. Be sure to include any specific licenses and/or certification in a skilled trade.Vagueness and omissions will not be resolved in your favor.For questions, please reach out to Sate Human Resources at (518) 786-4830This vacancy announcement will be posted until filled.Vacancy announcements can be closed 15 days after the original posting date.ALL CURRENT DMNA STATE EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS ARE ENCOURAGED TO APPLY. INTERVIEWEES WILL BE EVALUATED BASED ON THEIR QUALIFICATIONS, EXPERIENCE, ABILITY TO MEET THE NEEDS OF THE DIVISION AND ABILITY TO PERFORM THE DUTIES AND REQUIREMENTS OF THE POSITION.ALL OTHER CANDIDATES WHO MEET THE MINIMUM QUALIFICATIONS WILL BE CONSIDERED FOR INTERVIEW TO EVALUATE THEIR QUALIFICATIONS, TRAINING AND EXPERIENCE IN RELATION TO THE DUTIES AND REQUIREMENTS OF THE POSITION.