DUTIES AND RESPONSIBILITIES:
The Finance Manager for Capital Projects provides day-to-day management and strategic analysis of capital budgets for a network of 65 locations in Queens. Responsibilities include: establishing capital budgets in SAP (the Library’s financial enterprise resource planning system), reviewing invoices and capital spending against budgets, monitoring funding sources, and serving as a financial resource in gathering and maintaining all required paperwork for compliance with NYC Department of Design and Construction (DDC) Pass-Through projects.
Responsible for the full life cycle of city pass through projects, from inception to execution and close out of all related documents, payments and retainage. Serves as a liaison between the Capital and Facilities Management (CFM) department, the NYC DDC, the NYC Office of Management and Budget (OMB), the Library’s General Counsel, Finance and Procurement departments and all selected construction managers, consultants and trade contractors. This role submits initial paperwork to NYC DDC to begin pass-through projects and processes and reviews approved invoices and corresponding documentation for payment. Facilitates reimbursement from NYC DDC for pass-through project expenditures.
Responsible for performing research related to understanding and complying with pass-through project requirements as outlined by NYC DDC and Queens Library. Fully understands and remains current with changes to NYC DDC pass-through project requirements. Liaises internally and externally to complete record keeping. Extracts and joins data gathered from internal and external process owners to effectively deliver project information.
Submits information to NYC DDC to initiate pass-through projects (i.e.: letter of request, Capital Projects Initiation (CPI) forms, Exhibit A & B, Funding Chart, approved Board Resolutions, Department of Labor Services (DLS), VENDEX report, etc.). Completes and manages pass-through project records including the transmittal page, RFAS forms, RFP’s, and QL Insurance Certificates to NYC DDC. Maintains and submits QL management plan, cost estimates, financial documents, construction drawings and other project documents. Retains all project information in an organized and efficient filing system. Reviews RFP’s prior to bid to ensure that RFP complies with pass-through requirements. Provides reports on the status and progress of all paperwork for pass-through projects. Provides quality customer service.
Attends construction, project manager, kick-off and other meetings as needed in an effort to remain abreast of project status and pending paperwork.
Creates and maintains pass-through project binders, files, and documents in conjunction with information received from the CFM Project Manager and Construction Manager. Advises Construction Managers and Trades of required forms and documents. Gathers and organizes paperwork from Construction Managers/Project Managers to be submitted to NYC DDC for Project Close-Out including Substantial Completion and Final Acceptance. Compiles and analyzes payment data; submits completed binders for reimbursement of contract, change order and retainage payments.
Enters capital budgets in SAP (the Library’s financial enterprise resource planning system); coordinates with the Finance department to enter and adjust items in FMS (the City’s financial management system). Monitors progress against those budgets as projects proceed. Maintains awareness and compliance of the various regulatory requirements of capital funding sources.
Monitors and ensures the Construction Manager, Consultants, and all Trades involved in the project are in compliance with all mandated pass-through requirements. Organizes and maintains all copies of bid documentation, award letters and legal contracts as required for submission to NYC DDC. Performs other duties as required.
Bachelor’s Degree in Finance or Accounting required and a minimum of five (5) years related experience in construction accounting. Demonstrated ability to utilize an automated financial system (SAP or equivalent) and other related software, including Microsoft Office (especially Excel) required. Attention to detail and strong follow-up and organizational skills are essential to the success of this role. Outstanding oral and written communication skills required.
ABOUT QUEENS LIBRARY:
Queens Library is a national and international leader in the delivery of public library service. Innovation and leadership are the hall marks of Queens Library. Our mission is to meet the needs of the community by offering lifelong learning opportunities and ensuring there is a positive impact in the community. Queens Library fulfills its goals by embracing innovation and change. With a history of offering pioneering programs that meet the diverse needs of the most diverse county in the US, Queens Library is a place where innovation and leaders are welcomed. Queens Library a private, non-profit corporation located in Queens, New York and includes 65 service locations with 1,700 employees.
Queens Library is the proud recipient of the following awards: 2009 Library Journal, Library of the Year, 2014 ALA/Information Today, Library of the Future, 2013 ULC Top Innovators, 2013 American-Architect’s Building of the Year (Queens Library at Glen Oaks).
Please email your resume and cover letter to: QLcareers@queenslibrary.org and reference “Finance Manager for Capital Projects – QLWEB” in the subject line. Resumes will only be accepted by email.
The Queens Library is an Equal Opportunity Employer.