Real Estate Services Assistant

City of New York•Kingston, NY

2d•Onsite

About The Position

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City. The Bureau of Water Supply seeks to hire a Principal Administrative Associate II for a position with the Upstate Real Property Services (URPS) Group, Watershed Lands and Community Planning(WLCP) Division within the Source Water Protection Directorate, position located in Kingston, New York. Under direction of the Real Estate Services Supervisor, with considerable latitude for independent initiative and judgment, the Real Estate Services Assistant will perform work of varying complexity to support the City’s efforts to acquire and dispose of real property interests outside the five boroughs of the City, and to continue meeting obligations under the Filtration Avoidance Determination (FAD), Water Withdrawal Permit, 1997 Watershed Memorandum of Agreement (MOA) and the City’s document Retention and Disposition Schedules. The Real Estate Services Assistant will perform work in the capacity as assistant to the Real Estate Services Supervisor.

Requirements

1. 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; or
2. 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; or
3. 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;
4. 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

Working knowledge of Microsoft Office Word, Excel, Outlook and PowerPoint, Adobe software.
Knowledge of City procurement and contracting rules and procedures is preferred.
Ability to learn WaLIS, Crystal Reports, and/or other necessary applications
Experience with budgeting
Experience with deadlines management
Excellent analytical and critical thinking skills

Responsibilities

Processes contracts from execution to registration with the City Comptroller’s office.
Assists in archiving documents for URPS and other groups within WLCP which includes scanning documents, coordinating storage of documents, and coordinating access to original documents in DEP’s Kingston building and other offsite locations.
Assists in processing property tax bills, a mission-critical task which involves the scanning and tracking of thousands of tax invoices at least twice annually and works with other divisions to ensure property taxes are paid in an accurate and timely fashion.
Assembles baseline documentation for conservation easements conveyed to the New York State Department of Environmental Conservation (NYSDEC) as well as various components of other real property dispositions.
Assists in the gathering of information on reported encroachments on City lands and drafting correspondence to encroaching parties.
Assists in the calculation of property tax allocations for conservation easements owned by New York City and the Watershed Agricultural Council (WAC) and in the preparation of annual notifications to various taxing authorities.
Assists with real estate closings.
Assists in tracking Real Property Inquiries (RPI) and Freedom of Information Law (FOIL) requests.
Assists with tracking and forecasting expenditures to ensure sufficient funds are available when needed.
Assists the overall URPS team with preparing reports.
Assists in the tracking and coordination of draft program documents and policies to ensure legal documents are approved in a timely fashion.
Coordinates the preparation of Local Consultation packages and updates and submissions by City Land Stewardship.
Assembles maps and prepares legal notifications for public hearings associated with the Mayoral approval process.
Enters data in the Watershed Lands Information System (WaLIS).
Assists contract managers with task order preparation, invoice review, payment processing and insurance verification.
Performs various administrative office tasks for URPS such as filing, record keeping, data entry, printing and mailing letters, and answering phone or email inquiries.
Maintains all URPS personnel training records and provides reports to senior leadership as required.