BOB-Deputy Personnel Coordinator

City of New York•New York City, NY

1d•Onsite

About The Position

Serves as backup to the Personnel Coordinator in the Management and Support Services section of the Division of Bridges. Reports directly to the Personnel Coordinator. The Deputy Personnel Coordinator will be responsible for assisting with all personnel functions for the Division; which includes, collection and preliminary review of documents needed to process growth-based and new hire personnel actions; processing personnel actions in PAIRs, coordinate with the Division’s Lead Personnel Liaison as well as Bureau Liaisons; interact with other divisions including the agency’s Personnel Office, Budget, Payroll and Timekeeping; act as Leave Coordinator and confirm balances for extended annual leave requests; attend meetings; conduct and/or monitor interviews including list calls; assist in creating and entering job postings in NYCAPs, assist with CityTime and/or payroll issues; processing assignment differentials, assignment and transfer forms, DP72’s, resignation, monthly separation reports, equipment retrieval forms when employee separates from agency, collects, retrieves DOT equipment and IDs, create and update personnel folders, create personnel tracking reports, assist with the collection of performance evaluations; create, update organizational charts and org chart portal, provide complete coverage for the Personnel Coordinator and Lead Liaison in their absence, including assisting the Director of Administration as needed with any HR matters that arise; and other personnel-related duties as necessary.

Requirements

Must be serving permanently in the title in DOT, or be reachable on DOT's promotional list.
A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty.
An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty.
A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty.
Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above.
Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Nice To Haves

Ability to communicate effectively in verbal and written form.
Ability to interact professionally with a diverse group of executives, administrative and engineering staff.
Proficient in Microsoft Word, and Excel.
Knowledge of PAIRs, NYCAPs, Smart Recruiters, Visio

Responsibilities

Collection and preliminary review of documents needed to process growth-based and new hire personnel actions
Processing personnel actions in PAIRs
Coordinate with the Division’s Lead Personnel Liaison as well as Bureau Liaisons
Interact with other divisions including the agency’s Personnel Office, Budget, Payroll and Timekeeping
Act as Leave Coordinator and confirm balances for extended annual leave requests
Attend meetings
Conduct and/or monitor interviews including list calls
Assist in creating and entering job postings in NYCAPs
Assist with CityTime and/or payroll issues
Processing assignment differentials, assignment and transfer forms, DP72’s, resignation, monthly separation reports
Equipment retrieval forms when employee separates from agency
Collects, retrieves DOT equipment and IDs
Create and update personnel folders
Create personnel tracking reports
Assist with the collection of performance evaluations
Create, update organizational charts and org chart portal
Provide complete coverage for the Personnel Coordinator and Lead Liaison in their absence
Assist the Director of Administration as needed with any HR matters that arise
Other personnel-related duties as necessary