Business Operations Coordinator

City of New York•New York City, NY

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community. The Division of Administration provides a wide range of support services throughout ACS to ensure all Divisions receive adequate and efficient support services to carry out their respective missions. The Division of Administration (Admin) employs approximately 463 public employees. Admin manages a Personnel Services (PS) Budget of approximately $29M and an Other Than Personnel Services (OTPS) Budget (OTPS) of $140M. It provides services including building maintenance, real estate, design, construction management, facilities and custodial services, occupational safety and health, operational support, security, transportation, and print production. The Office of the Chief Operating Officer (COO) provides high-level administrative and analytical operational support to the Division of Administration. The Office of the COO is responsible for supporting the development and implementation of short-term plans and long-term organizational strategies for the Division, factoring in all projects and plans approved by the Deputy Commissioner. The Office manages the $75M Other Than Personnel Services (OTPS) Budget for all Divisional contracts and finances for the Division to effectively manage contracts and deliver operational goods and services. Under direction of the Chief Operating Officer, the Business Operations Analyst ensures accurate, real-time tracking of personnel budgets, overtime, and staff movements across the COO’s office and ACS Police operations. This role is critical to aligning workforce and financial resources, generating actionable insights for decision-making, and supporting compliance requirements for audits and reporting. The Analyst maintains current budget and staffing data, communicates personnel changes to HR and Budget, and develops dashboards and reports for executive briefings. The Analyst also provides backup to the Operations Coordinator & Data Manager on scheduling and data tracking.

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Overtime Tracking & Analysis
Monitor overtime for COO’s office and ACS Police.
Identify trends, risks, or compliance concerns.
Produce monthly overtime dashboards and narrative summaries.
Personnel Budget & Staff Movements
Track vacancies, hires, separations, and shifts.
Notify HR and Budget of personnel changes in real time.
Maintain up-to-date personnel budget files.
Provide allocation and distribution reporting.
Forecasting & Budget Alignment
Forecast personnel-related costs, including overtime and temporary staffing.
Support the Executive Director of Contracts & Financials with variance analysis.
Contribute to quarterly and annual budget submissions.
Data Visualization & Reporting
Design charts, dashboards, and visual reports highlighting staffing, overtime, and budget trends.
Provide concise, executive-ready reports for COO decision-making.
Collaboration & Backup
Partner with the Operations Coordinator & Data Manager to ensure personnel and overtime data is included in briefings.
Provide scheduling and data tracking backup as needed.
May be assigned to support special projects as needed.