Division Administrative Officer

Job Description

Hours: Full-Time – 35 Hours Work Location: 30-30 Thomson Avenue, NY, 11101 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. 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. A list of providers (fees apply) is available at: https://www.nyc.gov/assets/dcas/downloads/pdf/employment/nyc-dcas-foreign-education-evaluation-guide.pdf. All applicants, including City Employees: Please go to NYC Government Jobs Explore Careers City of New York, go to Search for Open Jobs, and type in the Job ID # listed above. Submit job application as prompted. Do not apply via Employee Self-Service (ESS), e-mail, mail, or fax your resume to DDC directly.

Minimum Qualification Requirements

1. 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 duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

Knowledge of NYC Civil Service processes, human resources, recruitment, personnel administration, and workforce coordination. Strong organizational, time-management, prioritization, and communication skills. Proficient in Microsoft Office 365. Experienced in developing tracking tools, spreadsheets, reports, presentations, correspondence, and other administrative materials. Analytical and resourceful, with strong decision-making skills and a proactive approach to anticipating needs and resolving operational issues. Detail-oriented and committed to accuracy, confidentiality, discretion, and compliance in personnel and administrative matters.