Budget & Facilities Administrative Assistant for the Division of Administration & Internal Compliance (AIC)

City of New York•New York City, NY

About The Position

About the Agency: The NYC Department Housing Preservation & Development (HPD) promotes quality and affordability in the city's housing, and diversity and strength in the city’s neighborhoods because every New Yorker deserves a safe, affordable place to live in a neighborhood they love. - We maintain building and resident safety and health - We create opportunities for New Yorkers through housing affordability - We engage New Yorkers to build and sustain neighborhood strength and diversity HPD is entrusted with fulfilling these objectives through the goals and strategies of Housing Our Neighbors: A Blueprint for Housing and Homelessness, Mayor Adams’ comprehensive housing framework. To support this important work, the administration has committed $5 billion in new capital funding, bringing the 10-year planned investment in housing to $22 billion the largest in the city’s history. This investment, coupled with a commitment to reduce administrative and regulatory barriers, is a multi-pronged strategy to tackle New York City’s complex housing crisis, by addressing homelessness and housing instability, promoting economic stability and mobility, increasing homeownership opportunities, improving health and safety, and increasing opportunities for equitable growth. Your Team: The Office of Enforcement and Neighborhood Services (OENS) lead the agency’s effort to work closely with other HPD divisions and outside community partners to identify buildings in distress, assess and develop appropriate strategies to address those properties and work closely with responsible owners to develop a plan to improve conditions and return buildings to firm financial footing and physical health. OENS uses enforcement tools within its Division of Code Enforcement, Housing Litigation Division, Emergency Operations and Enhanced Enforcement, and the Division of Neighborhood Preservation to ensure compliance with legal and regulatory obligations. The Office of Enforcement and Neighborhood Services is composed of seven divisions: Data Management & Technology (DMT), Division of Neighborhood Preservation (DNP), Administration & Internal Compliance (AIC), Housing Litigation Division (HLD), Division of Code Enforcement (DCE), and Emergency Operations and Enhanced Enforcement Division (EOD) and Division of Emergency Housing Services (EHS). Your Impact: AIC enforces existing internal controls to limit potential operational vulnerability and exposure to risk across the targeted areas by assessing the effectiveness of the various OENS field operations staff and processes through training, audits, and field evaluations to ensure that the Office’s overall business practices are subject to safeguards that promote efficiency, transparency, integrity, and accountability. Its mission is to offer a framework, complete with practical strategies and tools to effectively achieve organizational objectives. Your Role: Under the direction of the Director of Budget and facilities in the Division of Administration and Internal Compliance (AIC), you will serve as a Budget & Facilities Administrative Assistant /Community Coordinator. the selected candidate will be responsible for, but not limited to, the following:

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.

Nice To Haves

Experience with Financial Management Systems (FMS)
Advanced proficiency in MS Office, particularly Excel
Outstanding analytic and problem-solving, organizational, and communication skills
Demonstrated ability to meet deadlines and manage multiple projects in a timely manner
Demonstrated ability to be a team player in a diverse environment
Familiarity with the workings of city government

Responsibilities

Inputting budget related information from GS-1’s, Purchase Orders and invoices into Access database
Retrieving voucher/payment information from FMS and updating Access database.
Updating the voucher/payment status report from the GS-1 Access database and monitoring outstanding invoices.
Sending GS-1’s and invoices to Fiscal Procurement for processing.
Assisting with the preparation, coordination, and tracking of GS-1s and invoices for Code Enforcement, Emergency Repair Program (ERP), and Alternative Enforcement Program (AEP)
Delivering and retrieving documents to and from other programs/divisions upon request
Ordering and distributing ENS forms and other supply items requested from site offices.
Preparing routine correspondence, memoranda, and reports for supervisor review.
Assisting in the preparation of documents and envelopes for program-related mailings as needed
Maintaining various tracking tools and organized digital filing systems to ensure timely and accurate retrieval of records.
Assisting the Facilities Supervisor with administrative functions, including the distribution of uniforms for ENS field staff.
Performing various administrative and clerical projects as needed.