Administrative Supervisor

City of New York • New York City, NY

15h • Hybrid

About The Position

Under general supervision, with some latitude for independent initiative and judgment for supervising clerical staff and overseeing administrative functions of the Construction Enforcement Inspections unit: office support via administrative, communication, and project management tasks in compliance with established unit systems, procedures, and policies, ensuring that all work is completed in a timely fashion.

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; 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.
• 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.

Responsibilities

• Communicating effectively both verbally as well as in writing.
• Actively engaging in the supervision of subordinate administrative staff: Managing staff compliance with agency time and leave rules and regulations. Reviewing and approving subordinate timecards in City Time (including leave requests) in a timely manner. Demonstrating leadership; promoting cooperation, teamwork, and unity among administrative staff. Managing administrative workload by effectively and efficiently delegating tasks and assignments. Managing remote work schedules to ensure adequate coverage of in-person customer service services in the borough office. Actively coaching and developing subordinates; ensuring they have the requisite skills, knowledge, and abilities to be effective in their roles. Constructively confronting and documenting job performance issues as they arise. Escalating issues as necessary to the attention of the Unit Director. Facilitating weekly team meetings with subordinate administrative staff to ensure operations are in alignment with unit expectations and to address any issues. Completing performance evaluations as required for subordinate administrative staff.
• Managing unit response to in-person, telephone, and email inquiries with superior customer service; maintaining high standards of timeliness and professionalism in customer service operations. Directing all inquiries to the appropriate personnel, units and divisions where necessary. Responding appropriately to requests from internal stakeholders (such as the FOIL unit).
• Data entry tasks including (but not limited to): BIS Complaint creation, violation creation, and violation dismissal. DOB NOW: Inspections: DOB violation and Request for Corrective Action uploads. Tracking of inspection appointments in the borough Appointment Database.
• Preparing research packages for special projects; locating and compiling information from various sources.
• Maintaining and organizing the unit's digital recordkeeping system for Vacate Orders, Unsafe Building violations, and Access Warrants. Managing offsite archives in cooperation with the Record Management unit.
• Maintaining the unit's office supply inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Provide administrative and project support to Director and Chief Inspector as requested.
• Work closely with the Chief Inspector to coordinate efforts towards meeting deadlines and clarifying priorities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees