Division Administrative Officer

City of New York•New York City, NY

4d•Onsite

About The Position

The Department of Design & Construction’s Safety & Site Support (SSS) Division seeks a Division Administrative Officer to provide high-level administrative and operational support to Division leadership and staff, with primary responsibility for human resources, recruitment, workforce coordination, and administrative oversight. The officer leads and coordinates the Division’s recruitment and personnel activities, serves as a resource to managers and staff on HR policies and procedures, and liaises with other Agency divisions. The position also provides high-level administrative support through preparing and reviewing documents, correspondence, reports, presentations, and other materials. It supports Division operations by monitoring administrative processes, identifying issues and opportunities for improvement, and ensuring compliance with applicable agency policies, procedures, and requirements. The position is full-time for 35 hours per week and is located at 30-30 Thomson Avenue, NY 11101.

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 described duties; or high school graduation or equivalent and six years of such experience; or equivalent education and/or experience.
All candidates must have at least one year of experience in community work or community-centered activities in an area related to the described duties.
Educational credentials must be from a U.S. Department of Education-recognized accredited institution. Credentials from foreign institutions require independent equivalency verification from an approved evaluation service.

Responsibilities

Monitor recruitment activity and routinely update Senior Leadership.
Maintain hiring communications with hiring and interview teams.
Schedule interviews and manage the personnel onboarding process.
Prepare personnel action requests for Division head approval and submission to HR.
Update and maintain the vacancy and personnel action requests log.
Coordinate and assist with hiring pools and recruitment initiatives and events.
Liaise with Technology & Innovation, Operations, and Facilities Management regarding Safety & Site Support staff placement and relocation.
Coordinate Division training and staff development needs.
Prepare and review documents, correspondence, reports, presentations, and other materials.
Monitor administrative processes, identify issues and opportunities for improvement, and ensure compliance with applicable agency policies, procedures, and requirements.