Division Administrative Officer

City of New York•New York City, NY

4d•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. The successful candidate will be responsible to: 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, and oversee coordination of Division training and staff development needs. Additional duties will include providing 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.

Requirements

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.
All candidates must be currently authorized to work full-time in the United States (U.S.).
Candidates must have proper work authorization when an employment offer is made.
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.

Nice To Haves

Current DDC employees who are permanent in the Administrative Manager title or those who are reachable on the Administrative Manager DDC promotional list for exam #1552.

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.