Assistant Manager, Reproduction and Office Supplies

Assistant Manager, Reproduction and Office Supplies

DEPT/DIV:

Leasing Acquisitions & Real Estate Operations

WORK LOCATION:

2 Broadway

FULL/PART-TIME

FULL

SALARY RANGE:

$76,274 - $85,809

DEADLINE:

Opening:

The Metropolitan Transportation Authority is North America's largest transportation network, serving a population of 15.3 million people across a 5,000-square-mile travel area surrounding New York City, Long Island, southeastern New York State, and Connecticut. The MTA network comprises the nation’s largest bus fleet and more subway and commuter rail cars than all other U.S. transit systems combined. MTA strives to provide a safe and reliable commute, excellent customer service, and rewarding opportunities.

The incumbent will manage all work for the Reproduction and Office Supply group, made up of 3 machine operators and 2 supply clerks. This includes clerical work such as maintaining a budget, recording all print jobs into a centralized database, maintaining contracts, contacting vendors for repairs, processing invoices for payment, communicating with requesters, and other administrative tasks as needed. During busy times, it may be required to assist in the production of materials, such as the printing of materials for the monthly MTA Board and Committee meetings.

Provides backup oversight to the 2 Broadway mailroom in the absence of the mailroom manager.

• Process all user department requests for print requests and office supplies
• Monitor vendors' response time, delivery, and accuracy of goods and services requested. Is held accountable for overseeing and evaluating contractor/consultant/vendor performance, where applicable:
  • Observing the work performed by the contractor/consultant/vendor;
  • Reviewing invoices and approving them if the work meets contractual standards;
  • Addressing performance issues with the contractor/consultant/vendor when possible; and
  • Escalating issues to other parties as needed.
• Select, develop, and motivate personnel within the department. Provide career development for subordinates. Provide prompt and effective coaching and counseling. Responsible for discipline/termination of employees when necessary. Review the performance of staff. Create a professional environment that respects individual differences and enables all employees to develop and contribute to their full potential.
• Compile and input all office supply expenditures into the computer database for MTA-wide departments.
• Update automated inventory control information, tracking user department requisitions for print and office supplies
• Compile monthly usage data on all dupli¬cating machines in the Reproduction area, including high-volume copiers serving MTA departments and any MTA agencies it supports.
• Prepare and route for approval all requisitions and will maintain a file to ensure timely and appropriate follow-up on contract matters.
• Ensure proper and accurate processing of vendor invoices for goods and services.
• Oversee the accurate & timely production of Committee and Board materials.
• Act as a liaison between material submitters and Office Services production staff.
• Keep the Assistant Deputy Director and Mailroom Manager informed of any issues that arise within the Reproduction or Office Supply groups, including matters related to workload, personnel, or operational concerns.
• In the absence of the Mailroom Manager, the Assistant Manager will assist with providing oversight to the mailroom staff and their workload
• Other duties as needed.

• Excellent communication and interpersonal skills.
• Excellent organizational and presentation skills.
• Demonstrated ability to work with all internal levels within a given organization.
• Demonstrated ability to work in a high-profile, high-pressure environment effectively.
• Demonstrated ability to communicate effectively with key internal and/or external stakeholders.
• Must have strong managerial skills to effectively direct a staff of professional and technical employees in implementing the short- and long-term goals and direction for the area of responsibility.
• Demonstrated ability to complete short- and long-term projects effectively and…