Administrative Coordinator, Bureau of Environmental Sciences and Engineering

City of New York • Long Island City, NY

2d

About The Position

The Bureau of Environmental Sciences and Engineering (ESE) is a team of over 125 professionals committed to reducing environmental and engineered hazards in NYC. We oversee water systems in both natural and built environments, as well as radiological materials and equipment. The Bureau of Environmental Sciences and Engineering (ESE) is looking to hire an Administrative Coordinator. The candidate will be responsible for carrying out the goals of ESE and its programs, which aim to prevent illness caused by poorly maintained and managed cooling towers, plumbing systems, and water supply and distribution systems throughout NYC. As an administrator, the candidate will supervise staff working on various administrative duties necessary to the function of the programs.

Requirements

• A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school; or
• A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area.
• An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" above.
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience as described in "2" above.
• A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma.

Nice To Haves

• Prior office/administration experience and strong organizational skills are required
• Excellent oral and written communication skills are required
• Strong interpersonal skills are required
• Ability to work independently as well as function as a member of a team.
• Proficiency in computer packages including MS Office applications.

Responsibilities

• Support staff in performing compliance review, data entry, records management, communication, correspondence, reporting and other clerical activities
• Assist in providing customer service to all building owners and facilities (by phone, e-mail and in writing) in submitting required reports to meet regulatory requirements.
• Manage and track the Personal Services (PS) and Other Than Personal Services (OTPS) CTL, Grants and Intra-city budget for the bureau.
• Oversee, review and monitor bureau contracts and deliverables. Submit work plans and contract documents to Division of Environmental Health Administration to ensure timely contract initiation.
• Monitor and implement the bureau's grants through all phases: budget preparation, payment and claiming, and closeout.
• Review and Prepare OTPS Budget Report for ESE Director's to develop a plan in spending down the surplus funds.
• Provide administrative work in the capacity of assistant to Program leadership.
• Conduct ad-hoc reports or analysis as requested by the Director of Administration and/or Assistant Commissioner
• Manage and monitor all personnel actions including hiring and recruitment, timekeeping, and payroll actions
• Providing NYC Health Department administrative functions such payroll processing, timekeeping, or employee benefits administration.
• Assist in preparing analyses of Bureau's expenditure, budget modification in designated areas of monitoring and identifying summary reports.

Benefits

• Benefits: City employees are entitled to unmatched benefits such as:
• a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program and
• a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 101-250 employees