Administrative Coordinator, Existing Buildings Compliance

Nyc Department Of Buildings • New York, NY

410d • $64,137 - $73,758 • Remote

About The Position

The Administrative Coordinator for Existing Buildings Compliance plays a crucial role in providing administrative support to the Assistant Commissioner and coordinating communication among various units within the Department of Buildings (DOB). This position involves supervising administrative staff, managing workflows, and ensuring efficient operations during emergency incidents and special departmental initiatives.

Requirements

• 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.
• 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.
• 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.
• Education and/or experience equivalent to the above, with the requirement of one year of administrative or supervisory experience.

Nice To Haves

• Strong computer skills, including the use of Microsoft applications such as Microsoft Word, Excel, PowerPoint, and Access.
• Ability to work independently and collaboratively.
• Strong communication skills - written and verbal.
• Excellent organizational skills with the ability to prioritize and manage workload.

Responsibilities

• Provide administrative support to the Assistant Commissioner, Existing Buildings Compliance.
• Serve as the primary contact for division personnel, the public, DOB management, and other DOB units during emergency incident response.
• Coordinate communication and information between various units and Borough Offices during major incidents and projects.
• Supervise administrative assistants from different units of the DOB during project management of major incidents and special departmental initiatives.
• Coordinate and act as a liaison between EBC and other DOB units, take messages, answer phone calls, field questions from the public and other units, set up appointments and prepare correspondence for unit managers.
• Coordinate, assign and monitor workflow of administrative tasks related to all units in EBC.
• Ensure appropriate workload and productivity of administrative staff.
• Track re-inspections and provide Fiscal Operations with monthly reinspection data for billing fees to building owners.
• Perform administrative functions related to processing of complaints, DOB violations, Environmental Control Board (ECB) violations, preparation of Emergency Declarations (EDs) and Immediate Emergency Declarations (IEDs).
• Monitor customer service counter, incoming calls, and unit inboxes, and assist with addressing questions regarding inspections and compliance reports.
• Perform database management for the division including creating and entering data.
• Schedule meetings with owners, their professionals, and contractors with Assistant Commissioner of Existing Buildings Compliance.
• Prepare monthly reports for management and presentations for delivery at industry events.
• Document violations to be served by other units.
• Log and prepare DOB and ECB violations on ECB Violation Batch Transmittal Form for presentation to the Administrative Enforcement unit (AEU).
• Collect and prepare documentation for Freedom of Information Law (FOIL) requests.
• Manage Unsafe Notifications in DOB NOW Safety and coordinate transfer of information into Buildings Information System (BIS).
• Close complaints in BIS when compliance is achieved.
• Perform timesheet administration and coordinate with Human Resources & Employee Experience (HREX) on other personnel requirements.
• Prepare purchases orders and invoice processing for uniforms, equipment, and other necessary supplies.
• Handle vehicle issues and Fringe Benefits Reports, schedule repairs.
• Coordinate with IT and prepare necessary requisitions for network access, trouble reports, and software and hardware requests for all EBC units.
• Oversee and assist in processing paperwork for all EBC units.
• Schedule interviews for hiring of employees and interns; prepare the hiring documents and coordinate with HREX to ensure timely processing.
• Supervise and manage temporary employees and coordinate timesheet processing with HREX.
• Coordinate and attend interviews for administrative staff.
• Schedule required training with BU for EBC staff.
• Provide backup administrative coverage units within the division as needed.
• Assist customers with inquiries, including the purchase of copies of reports and violations.

Benefits

• Remote work eligibility up to 2 days per week.
• Public Service Loan Forgiveness eligibility.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Administration of Human Resource Programs
• Education Level: High school or GED