Administrative Coordinator, Existing Buildings Compliance
2 weeks ago
Job Description
Under direction, with wide latitude for independent initiative and judgment, performs responsible administrative work, including:
-Provide administrative support to the Assistant Commissioner, Existing Buildings Compliance.
-Serve as the primary contact for division personnel, the public, DOB management, and other DOB units during emergency incident response.
-Coordinate communication and information between various units and Borough Offices during major incidents and projects.
-Supervise administrative assistants from different units of the DOB during project management of major incidents and special departmental initiatives.
-Coordinate and act as a liaison between EBC and other DOB units, take messages, answer phone calls, field questions from the public and other units, set up appointments and prepare correspondence for unit managers.
-Coordinate, assign and monitor workflow of administrative tasks related to all units in EBC.
-Ensure appropriate workload and productivity of administrative staff.
-Track re-inspections and provide Fiscal Operations with monthly reinspection data for billing fees to building owners.
-Perform administrative functions related to processing of complaints, DOB violations, Environmental Control Board (ECB) violations, preparation of Emergency Declarations (EDs) and Immediate Emergency Declarations (IEDs), including data entry, disposition, maintenance, and dismissals.
-Monitor customer service counter, incoming calls, and unit inboxes, and assist with addressing questions regarding inspections and compliance reports.
-Perform database management for the division including creating and entering data.
-Schedule meetings with owners, their professionals, and contractors with Assistant Commissioner of Existing Buildings Compliance.
-Prepare monthly reports for management and presentations for delivery at industry events.
-Document violations to be served by other units.
-Log and prepare DOB and ECB violations on ECB Violation Batch Transmittal Form for presentation to the Administrative Enforcement unit (AEU).
-Collect and prepare documentation for Freedom of Information Law (FOIL) requests.
-Manage Unsafe Notifications in DOB NOW Safety and coordinate transfer of information into Buildings Information System (BIS). Close complaints in BIS when compliance is achieved.
-Perform timesheet administration and coordinate with Human Resources & Employee Experience (HREX) on other personnel requirements.
-Prepare purchases orders and invoice processing for uniforms, equipment, and other necessary supplies.
-Handle vehicle issues and Fringe Benefits Reports, schedule repairs.
-Coordinate with IT and prepare necessary requisitions for network access, trouble reports, and software and hardware requests for all EBC units.
-Oversee and assist in processing paperwork for all EBC units.
-Schedule interviews for hiring of employees and interns; prepare the hiring documents and coordinate with HREX to ensure timely processing.
-Supervise and manage temporary employees and coordinate timesheet processing with HREX.
-Coordinate and attend interviews for administrative staff.
-Schedule required training with BU for EBC staff.
-Provide backup administrative coverage units within the division as needed.
-Assist customers with inquiries, including the purchase of copies of reports and violations.
Only permanent Principal Administrative Associates, applicants who are reachable on the Principal Administrative Associate open competitive list, and applicants as indicated below will be considered.
Candidates who are permanent in comparable civil service titles may be considered for title change under rule 6.1.9 of the Personnel Rules and Regulations of the City of New York
To Apply:
Visit Jobs NYC (cityjobs.nyc.gov) to view and apply for available positions. Search by agency (Department of Buildings), keywords, or for the specific Job ID #.
NOTE: ONLY THOSE CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.
REMOTE WORK:
This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program.
Qualifications
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.
Additional Information
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.
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