Office Manager – Manhattan Borough Engineering

City of New York•New York City, NY

1d•Hybrid

About The Position

In order to be considered for this position candidate must be serving permanently in the title, or be reachable on the civil service list. Traffic Control & Engineering is seeking a highly organized and detail-oriented individual to serve as the Office Manager for the Manhattan Borough Engineering Office. In this role, the candidate will oversee the day-to-day administrative and operational functions, ensuring the smooth and efficient running of the office. Key responsibilities include compiling overtime and travel log reports, maintaining absence control calendars and reports for all employees including those at the Manhattan Sign Shop and assisting the Borough Engineer and Deputy with special projects as needed. The Office Manager will also handle fiscal duties, including assisting in the management of the OTPS (Other Than Personal Services) Budget, procuring office and shop supplies, tools, and equipment, and maintaining related inventory and records. The candidate will manage correspondence for the Borough Engineer and Manhattan Borough Commissioner, which includes processing, updating, and closing out correspondence in the Agency Response Tracking System (ARTS) and researching Freedom of Information Law (FOIL) requests. Additionally, the Office Manager will monitor and address complaints in the Siebel 311 system, coordinate vehicle usage, schedule meetings, and maintain and retrieve case files as required. This role demands excellent organizational and communication skills, a proactive approach to problem-solving, and the ability to manage multiple priorities effectively. Traffic Control & Engineering is responsible for administration, engineering and operations related to the installation, manufacturing, maintenance and removal of signs, flexible bollards, moveable barriers, in-house traffic sign production and other traffic control devices. The office draws on the expertise and talents of engineers, sign designers, planners, inspectors, IT experts, analysts and others to help the agency achieve Vision Zero and other city goals. The Department of Transportation’s (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment. Transportation Planning and Management (TPM) is responsible for the safe, efficient and environmentally responsible movement of people and goods on the City's streets, supporting the larger goals of economic and social vitality for people living, working and doing business in New York City. The Division’s responsibilities include planning, street design, technical analysis, signs, transit development, freight mobility and markings, ensuring the safety of motor vehicle occupants, pedestrians, and cyclists.

Requirements

A baccalaureate degree from an accredited college and three 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
An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above
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. 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 3½ years.

Nice To Haves

strong computer skills, including proficiency in MS Word, Access, and Excel
Excellent verbal and written communication skills
ability to maintain confidentiality and work effectively in a fast-paced environment
Familiarity with the Agency Response Tracking System (ARTS), Sign Information Management System (SIMS)
experience with budgets and procurement processes

Responsibilities

compiling overtime and travel log reports
maintaining absence control calendars and reports for all employees including those at the Manhattan Sign Shop
assisting the Borough Engineer and Deputy with special projects as needed
assisting in the management of the OTPS (Other Than Personal Services) Budget
procuring office and shop supplies, tools, and equipment, and maintaining related inventory and records
managing correspondence for the Borough Engineer and Manhattan Borough Commissioner, which includes processing, updating, and closing out correspondence in the Agency Response Tracking System (ARTS) and researching Freedom of Information Law (FOIL) requests
monitoring and addressing complaints in the Siebel 311 system
coordinating vehicle usage
scheduling meetings
maintaining and retrieving case files as required