Administrator, Engineering Services

City of New York•New York, NY

4d•Hybrid

About The Position

The NYC Department of Buildings (DOB) is responsible for ensuring the safe and lawful use of buildings and properties by enforcing the NYC Construction Codes, Energy Code and Zoning Resolution. We facilitate compliant development with integrity, efficiency and professionalism. We are committed to becoming a premier municipal building organization, dedicated to enhancing the quality of life for all New Yorkers and making our city safer. We are committed to improving our performance and developing procedures that are streamlined, understandable and transparent. The Engineering Services Division is comprised of three (3) units: Construction Safety Engineering (CSEng); Concrete Enforcement Engineering (CEU); and Cranes and Derricks (C&D). The three (3) units within Engineering Services are staffed predominantly by engineers, with nominal inspectorial and administrative staff in Cranes and Derricks. The Engineering Services portfolio covers a wide range of Department’s services: post-permit audits, audits of work without permits, site work, accident and incident response and reports, investigations and enforcement, occasional pre-permit audits, authoring building codes, memos, bulletins, legislative agenda, industry outreach, court appearances (ECB, civil and criminal) and design analytical work. All administrative tasks for CEU and CSEng are managed by the Engineering Services Administrator. Under general supervision, with some latitude for independent initiative and judgment, performs responsible administrative work, including:

Requirements

1. 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
2. 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
3. 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;
4. 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

Provide administrative support to the Assistant Commissioner, Engineering Services
Serve as the primary contact for division personnel, the public, DOB management, and other DOB units
Coordinate communication and information between various units and Borough Offices when needed
Coordinate and act as a liaison between Engineering Services 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 CEU and CSEng
Perform administrative functions related to processing of complaints, DOB violations and OATH Summons/ Environmental Control Board (ECB) violations, including data entry, disposition, maintenance, and dismissals
Enter and/or modify Stop Work Orders and Vacates
Retrieve data and information from DOB NOW and Building Information Search (BIS), as needed
Monitor customer service counter, incoming calls, and unit inboxes, and assist with addressing questions regarding inspections and compliance reports
Assist in the preparation and administrative processing of Emergency Declarations (EDs) and Immediate Emergency Declarations (IEDs)
Perform database management for the division including creating and entering data, as needed
Schedule meetings with owners, their professionals, and contractors with the Assistant Commissioner of Engineering Services
Document violations served by other units on behalf of CEU and CSEng
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
Perform timesheet administration and coordinate with Human Resources and Employee Experience (HREX) on other personnel requirements
Prepare purchase orders and invoice processing for uniforms, equipment, and other necessary supplies
Coordinate with IT and prepare necessary requisitions for network access, trouble reports, and software and hardware requests for CEU and CSEng
Oversee and assist in processing paperwork for all CEU and CSEng
Schedule interviews for hiring of employees, college aides, and interns; prepare the hiring documents and coordinate with HREX to ensure timely processing
Schedule required training with Buildings University for CEU and CSEng
Assist with other tasks and special projects at the behest of Assistant Commissioner and Executive Engineer of the Engineering Services division