Office Manager Job at City of New York in New York

Overview

Office Manager role at City of New York within the New York City Department of Transportation (DOT). The DOT’s 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 transportation infrastructure. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment.

The DOT Manhattan Borough Commissioner’s Office (MBCO) serves on the frontlines of the Agency’s interaction with the public. MBCO staff draw on engineers, planners, inspectors, analysts, and others to help the Agency achieve Vision Zero and other City goals. MBCO is seeking an experienced and motivated candidate to manage the day-to-day administrative and operational functions for the Office. Under the direction and supervision of the Manhattan Borough Commissioner (MBC), the Office Manager will:

Responsibilities

• Maintain office schedules and calendar of the MBC, including scheduling appointments and meetings with internal staff and external stakeholders including, but not limited to, Elected Officials, Community Boards, Business Improvement Districts, and civic/local organizations.
• Screen and route incoming telephone calls from the general public, political appointees, and other government agencies; answer calls from the public who may have feedback on agency projects.
• Prepare and edit closeout letters to written correspondence cases following the Agency’s Customer Relationship Management (CRM) database standard operating procedures for the MBC’s signature; ensure approved letters are mailed out and cases are closed; monitor the queue for re-routes from operational units; research cases in 311 Siebel and 311/Social Media; monitor and evaluate operational responses; follow up independently as needed to manage active cases, including preparing daily status documents and reports.
• Oversee matters relating to HR (Personnel, EEO, Trainings, Personnel Actions, Task & Standards and PE's, CityTime, Absent Control, Fleet, People Search, etc.).
• Manage office inventory, including office supplies, equipment, and other fiscal and procurement needs including P-Card and travel requests.
• Supervise administrative staff, including administrative assistants, principal administrative associates and interns.
• Maintain office policies and procedures to ensure compliance with city and agency regulations; develop recommendations for best practices and policies for database tracking systems used by MBCO staff.
• Provide administrative support to MBCO staff and serve as liaison for record management.
• Note: In order to be considered for this position, candidate must be serving permanently in the title of Principal Administrative Associate, or reachable on DOT's Promotional List, or eligible under the 55A Program.

Minimum Qualifications

• 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
• 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 supervisory experience described above; or
• A four-year high school diploma or equivalent with five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of supervisory experience.
• Education and/or experience equivalent to the above; however, all candidates must possess at least one year of administrative or supervisory experience as described above. Education beyond high school may be substituted for clerical/administrative experience at a rate of 30 semester credits for 6 months up to a maximum of 3.5 years.

Preferred Skills

• Knowledge of NYC government and transportation issues.
• Experience using Microsoft Office or Microsoft 365 (Word, Excel, Outlook) and Adobe products (PDF).
• Strong analytic, communication, and writing skills.
• Ability to work in a collaborative, creative, and results-oriented environment.
• Familiarity with the Borough of Manhattan is helpful, but not required.

Compensation and Additional Information

Salary: $59,715.00 – $86,804.00

Residency requirement: New York City residency is generally required within 90 days of appointment. Some exceptions apply for certain titles; discuss with the agency at interview.

Public Service Loan Forgiveness: You may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, visit studentaid.gov/pslf/.

Benefits: The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment free from discrimination and harassment based on protected status or characteristics.

Additional Notes

Seniority level: Mid-Senior level

Employment type: Full-time

Job function: Administrative

Industries: Government Administration