Division Administrative Officer

Hours: Full Time- 35 Hours

Work Location: 30-30 Thomson Avenue, LIC, NY 11101

Only candidates who are permanent in the Clerical Associate title, or those who are reachable on the Promotional List for Exam #3587, or Open-Competitive List (Exam #1190 or Exam#2120) may apply. Please include a copy of your Notice of Results or indicate on your cover letter if you are permanent in the title. If you do not meet the previously mentioned civil service criteria, you will not be considered for an interview.

The Department of Design and Construction Operation’s Division is searching for a Division Administrative Officer who will be responsible for monitoring and updating recruitment activity within Smart Recruiters platform; maintain all related hiring communications; schedule interviews and manage the Operations Division personnel onboarding process including, submitting Approvals in MS Teams and assisting and/or creating training materials for new hire, and schedule professional training courses in conjunction with Staff & Development. Additional responsibilities include assisting and supporting the Assistant Commissioner of Operations with administrative related functions including, but not limited to incoming and outgoing calls, scheduling meetings via Microsoft Outlook, track and follow-up on all correspondences received for the Assistant Commissioner and the Operations Division. Support and assist on any special projects assigned by an Executive of Operations as needed. He/She will maintain divisional records (digital and hardcopy), prepare meeting agendas, weekly and monthly reports; answering inquiries; ordering business cards/ memo pads; paycheck/paystub distribution and serve as the Technology & Innovation (T&I) Liaison, placing any service and/or troubleshooting requests via Track-It system, updating the staff on any new policies and procedures, and device upgrades. The successful candidate will also act as the Stockroom and Creative Services liaison. As the Stockroom liaison, he/she will place supply orders for staff, and will work in collaboration with Procurement and Stockroom on special orders. As the Creative Services liaison, he/she will be the person of contact for any visual (flyers, presentations, and graphics/artwork) requests and making/updating forms to fillable pdfs. The candidate must be able to handle confidential information professionally.

Authorization to work in the United States is required for this position. NYC Department of Design and Construction does not provide sponsorship for international employees for visa applications, extensions, or status changes, including STEM/OPT visas. Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

All applicants, including City Employees: Please go to NYC Government Jobs | Explore Careers | City of New York, go to Search for Open Jobs, and type in the Job ID # listed above. Submit job application as prompted. Do not apply via Employee Self-Service (ESS), e-mail, mail, or fax your resume to DDC directly.

CLERICAL ASSOCIATE - 10251

Minimum Qualifications

Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Preferred Skills

Candidates should be well versed in technical applications Microsoft Applications (Word, Outlook, Teams, Excel, PowerPoint) and SaaS Applications ( SmartRecruiters, Workday, Salesforce, Slack, etc.) Also, soft skills such as communication, proven teamwork, emotional intelligence problem-solving, critical thinking, adaptability, and time management are highly desired.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

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