• Office Manager, Development Inspections

    City of New York (New York, NY)


    Job Description

    Under general direction, with wide latitude for the exercise of independent initiative and judgment performs difficult and responsible administrative work for the Development Inspections division:

    - Provide administrative support to the Assistant Commissioner in various difficult and confidential administrative matters.

     

    - Manage Executive Office as well as outer borough offices with requests for agency identifications, workstation relocations, all hardware and software requests, supplies, and various other administrative requests.

     

    - Manage data, form review, data entry, communication, correspondence and other clerical activities within central office and all borough offices.

     

    - Maintain records of interviews, PARS, and all meeting agendas for Development Inspections.

     

    - Schedule interviews for potential new hires and promotional positions; conduct interviews at hiring pools.

     

    - Complete and submit PARs for Development Inspections.

     

    - Manage conference rooms and meeting appointments for central office.

     

    - Respond to inquiries from public, architects, engineers, filing reps, home owners, units across the Department, and other City agencies by phone, email, in-person, and other methods of communication.

     

    - Liaise with internal staff at all levels.

     

    - Track, enter and monitor data on assigned projects.

     

    - Retrieve payroll and related personnel files/documents.

     

    - Provide administrative and clerical support to Assistant Commissioner and other managers in the division.

     

    - Perform routine office functions, including processing, recording, checking, and maintaining records, furnishing information, and preparing reports; processing mail; monitoring and routing email from shared accounts; data entry and retrieval; data processing; and supervision of data entry and retrieval operations as needed.

    - Liaise with Agency's Fleet team regarding Development Inspections' 100+ fleet, which entails:

    o Maintaining and tracking vehicles mileage logs and tickets

    o Ensuring vehicles are current with mandated preventative maintenance

    o Maintaining records of transferred, newly assigned and salvaged vehicles

    o Ensuring fleet related supplies , documents and Agency-mandated devices for distributed to Central and borough Development inspections staff

    o Liaise with DCAS and/or Fleet team regarding vehicle gas pins and gas card reactivations.

     

    - Generate and track complaints for Enforcement processing Citywide

     

    - Perform moderate analysis when needed for tracking service levels in Development Inspections' Plumbing, Construction, and Electrical units

    CIVIL SERVICE STATUS

    Only permanent Principal Administrative Associates, applicants who are reachable on the Principal Administrative Associate open competitive list, and applicants as indicated below will be considered.

     

    Candidates who are permanent in comparable civil service titles may be considered for title change under rule 6.1.9 of the Personnel Rules and Regulations of the City of New York.

    REMOTE WORK

    This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program.

    PRINCIPAL ADMINISTRATIVE ASSOC - 10124

    Qualifications

    1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or

    2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or

    3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;

    4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

     

    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.

     

    Salary Min: $ 66,062.00

     

    Salary Max: $ 75,971.00