Division Administrative Officer

City of New York • New York City, NY

3d • Onsite

About The Position

The Department of Design & Construction, Safety & Site Support (SSS) Division seeks a Division Administrative Officer (DAO). The DAO is responsible for providing high-level administrative and operational support to Division leadership and staff, with primary responsibility for human resources, recruitment, workforce coordination, and administrative oversight. The successful candidate will lead and coordinate the Division’s recruitment and personnel activities and HR coordination, serve as the key resource to managers and staff on HR policies and procedures, and liaise with various divisions within the Agency.

Requirements

• Must be permanent in the Principal Administrative Associate title or reachable on the Principal Administrative Associate list for open-competitive exam #1128.
• Must include a copy of your Notice of Results or indicate if you are already permanent in the title.
• Must be currently authorized to work full-time in the United States (U.S.).
• A baccalaureate degree from an accredited college and two 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 three 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 four 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.
• Credentials from foreign institutions require independent equivalency verification from an approved evaluation service.

Nice To Haves

• 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 3 year.

Responsibilities

• Monitor recruitment activity and routinely update Senior Leadership.
• Maintain all related hiring communications with hiring and interview teams.
• Schedule interviews and manage entire personnel onboarding process.
• Prepare personnel action requests for Division head approval and submission to HR.
• Update and maintain vacancy and personnel action requests log.
• Coordinate and assist with hiring pools and various recruitment initiatives and events.
• Liaise with Technology & Innovation, Operations and Facilities Management for Safety & Site Support staff placement and relocation.
• Oversee coordination of Division training and staff development needs.
• Provide high-level administrative support, including preparation and review of documents, correspondence, reports, presentations, and other materials.
• Support Division operations by monitoring administrative processes, identifying issues and opportunities for improvement, and ensuring compliance with applicable agency policies, procedures, and requirements.

Benefits

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED