Division Administrative Officer

New York City, NY • Queens, NY

123d

About The Position

The Department of Design and Construction Operation's Division is searching for a Division Administrative Officer who will be responsible for monitoring and updating recruitment activity within Smart Recruiters platform; maintain all related hiring communications; schedule interviews and manage the Operations Division personnel onboarding process including, submitting Approvals in MS Teams and assisting and/or creating training materials for new hire, and schedule professional training courses in conjunction with Staff & Development. Additional responsibilities include assisting and supporting the Assistant Commissioner of Operations with administrative related functions including, but not limited to incoming and outgoing calls, scheduling meetings via Microsoft Outlook, track and follow-up on all correspondences received for the Assistant Commissioner and the Operations Division. Support and assist on any special projects assigned by an Executive of Operations as needed. He/She will maintain divisional records (digital and hardcopy), prepare meeting agendas, weekly and monthly reports; answering inquiries; ordering business cards/ memo pads; paycheck/paystub distribution and serve as the Technology & Innovation (T&I) Liaison, placing any service and/or troubleshooting requests via Track-It system, updating the staff on any new policies and procedures, and device upgrades. The successful candidate will also act as the Stockroom and Creative Services liaison. As the Stockroom liaison, he/she will place supply orders for staff, and will work in collaboration with Procurement and Stockroom on special orders. As the Creative Services liaison, he/she will be the person of contact for any visual (flyers, presentations, and graphics/artwork) requests and making/updating forms to fillable pdfs. The candidate must be able to handle confidential information professionally.

Requirements

• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization.
• One year of satisfactory clerical experience.
• Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Nice To Haves

• Well versed in technical applications Microsoft Applications (Word, Outlook, Teams, Excel, PowerPoint).
• Experience with SaaS Applications (SmartRecruiters, Workday, Salesforce, Slack, etc.).
• Soft skills such as communication, proven teamwork, emotional intelligence, problem-solving, critical thinking, adaptability, and time management.

Responsibilities

• Monitor and update recruitment activity within Smart Recruiters platform.
• Maintain all related hiring communications.
• Schedule interviews and manage the Operations Division personnel onboarding process.
• Submit Approvals in MS Teams.
• Assist and/or create training materials for new hires.
• Schedule professional training courses in conjunction with Staff & Development.
• Assist and support the Assistant Commissioner of Operations with administrative functions.
• Handle incoming and outgoing calls.
• Schedule meetings via Microsoft Outlook.
• Track and follow-up on all correspondences for the Assistant Commissioner and the Operations Division.
• Support and assist on special projects assigned by an Executive of Operations.
• Maintain divisional records (digital and hardcopy).
• Prepare meeting agendas and weekly/monthly reports.
• Answer inquiries and order business cards/memo pads.
• Distribute paychecks/paystubs.
• Serve as the Technology & Innovation (T&I) Liaison.
• Place service and/or troubleshooting requests via Track-It system.
• Update staff on new policies and procedures and device upgrades.
• Act as the Stockroom and Creative Services liaison.
• Place supply orders for staff and collaborate with Procurement and Stockroom on special orders.
• Be the point of contact for visual requests and update forms to fillable PDFs.

Benefits

• Eligibility for federal loan forgiveness programs and state repayment assistance programs.

What This Job Offers

• Job Type: Full-time
• Industry: Justice, Public Order, and Safety Activities
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees