Administrative Services Coordinator, OLS

City of New York•New York City, NY

1d•Hybrid

About The Position

The Office of Livable Streets (OLS) is seeking an Administrative Services Coordinator to support the Director of Administration, OLS, and OLS senior staff. The role includes coordinating hiring processes, managing administrative workflows, tracking budgets and procurement, and supporting day-to-day operations. This position works closely with OLS leadership and requires strong organization, attention to detail, and the ability to manage multiple priorities. The Department of Transportation’s (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment.

Requirements

Serving permanently in the Principal Administrative Associate Title, or reachable on the Principal Administrative Associate List.
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
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
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; or
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.
New hires must reside in NYC for the first two years of employment.

Nice To Haves

Excellent interpersonal, communication, and writing skills.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Visio) and FMS3.
Strong analytical, problem-solving, and organizational abilities.
Detail-oriented with a proven ability to ensure accuracy in all tasks.
Able to meet deadlines and manage multiple priorities simultaneously.
Capable of maintaining confidentiality and thriving in a fast-paced environment.
Adaptable to change and eager to learn.

Responsibilities

Provide direct support to the Director of Administration, OLS, and OLS senior staff by preparing and reviewing documentation, such as purchase orders and invoices, and ensuring all paperwork is accurate and complete.
Order, track, and replenish office and program supplies as needed to maintain smooth operations.
Compile documentation into comprehensive packets for submission to fiscal teams, track approvals and processing, and update programmatic records at each stage.
Coordinate with TPM Administration Unit, DOT internal teams, vendors, and partners to resolve issues.
Respond to inquiries promptly and courteously.
Maintain organized electronic and physical files.
Draft, edit, and format documents, presentations, and reports.
Perform data entry.
Take meeting minutes.
Follow up on outstanding tasks.
Assist with onboarding new OLS staff.
Track IT and facilities requests.
Provide supervision to staff as required.
Support budget preparation and other administrative functions as assigned.