Administrative Liaison

City of New York•New York, NY

10h•$62,868 - $72,298•Onsite

About The Position

The Department of Design & Construction, Division of Infrastructure, is looking for an Administrative Liaison to join the Division's Office of Administrative Services. The successful candidate will serve as a liaison and/or back-up liaison between multiple Divisions within the agency. Key responsibilities include: Personal Expense Liaison: Reviewing employees' monthly personal expense reimbursement requests for accuracy, submitting complete packages for approval, maintaining logs, updating employee files, and following up to ensure timely reimbursements. Payroll and Time Management Liaison: Picking up and distributing paychecks, pay-stubs, reimbursement checks when needed, and health insurance forms to in-office and field staff. Back-up Liaison (Purchasing, Technology and Innovation, and Fleet): Coordinating payment for the initial and renewal of the ENVISION training, this includes maintaining a log to track the use of the funds through a Purchase Order, ensure payments are processed, and follow up with employee through the completion of the training; coordinate new and internal hire onboarding, including creating Track-It tickets for workstation assignments, working with T&I technicians for PC and phone setup, reviewing and submitting driver's vehicle requests, commuting renewals, and parking permit requests, reviewing and submitting requests for business cards, wireless devices, laptops/Surface Pros, and PPE, following up with Operations Facilities on workstation maintenance and employee relocations, and maintaining the Division's Management Services e-Files. Other Responsibilities: Processing external DDC consultants, this involves completing or reviewing requests for new PIMS users and/or existing PIMS users requiring date extension. Serving as MetroCard liaison for the Construction Management Unit, maintaining copiers and printers at 30-30 Thomson Ave. (ordering supplies, coordinating maintenance), assisting with the distribution of goods and materials, and providing back-up support to the Deputy Commissioner's Executive Assistant when require. 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.

Requirements

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.
Authorization to work in the United States is required for this position.
Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

Responsibilities

Reviewing employees' monthly personal expense reimbursement requests for accuracy, submitting complete packages for approval, maintaining logs, updating employee files, and following up to ensure timely reimbursements.
Picking up and distributing paychecks, pay-stubs, reimbursement checks when needed, and health insurance forms to in-office and field staff.
Coordinating payment for the initial and renewal of the ENVISION training, this includes maintaining a log to track the use of the funds through a Purchase Order, ensure payments are processed, and follow up with employee through the completion of the training.
Coordinating new and internal hire onboarding, including creating Track-It tickets for workstation assignments, working with T&I technicians for PC and phone setup, reviewing and submitting driver's vehicle requests, commuting renewals, and parking permit requests.
Reviewing and submitting requests for business cards, wireless devices, laptops/Surface Pros, and PPE.
Following up with Operations Facilities on workstation maintenance and employee relocations.
Maintaining the Division's Management Services e-Files.
Processing external DDC consultants, this involves completing or reviewing requests for new PIMS users and/or existing PIMS users requiring date extension.
Serving as MetroCard liaison for the Construction Management Unit.
Maintaining copiers and printers at 30-30 Thomson Ave. (ordering supplies, coordinating maintenance).
Assisting with the distribution of goods and materials.
Providing back-up support to the Deputy Commissioner's Executive Assistant when require.