Office Liaison

ASSOCIATE, OR BE REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST, OR ELIGIBLE UNDER THE 55A PROGRAM.

Research the appropriate documents and databases to construct accurately informative responses to 311 and ARTs inquiries / claims. Utilize PavementWorks, DOITT Map, Roadway Repair and Maintenance (RRM) schedules and field inspection reports for research purposes. Discuss sensitive situations with Borough Planner or Associate Inspector before forwarding documents / responses to the appropriate personnel. Ensure that accurate and concise summaries are available in the time allotted. Skillfully utilize Microsoft Word and Excel to create error free memoranda, summaries, spreadsheets, charts, and reports. Proficiently utilize Outlook to forward information and documents to the appropriate recipients. Manage paper document received via US Mail or via the Borough Commissioner's Offices. Interface with callers and visitors. Assist co-workers with telephone assignments, answer phone in a timely fashion, give accurate and concise responses, take messages, redirect caller when necessary. Forward investigation reports to Area Supervisor for update and recommendations in a timely manner. Re-direct callers and visitors seeking various permits (sidewalk, street closures for repairs and construction, containers / dumpster, etc.). Track weekly RRM overtime performance management and send bi-weekly overtime reports to Budget office. Perform data entry and various reports promptly and accurately and complete in accordance with given deadline. Review Field Operation reports thoroughly for completeness and accuracy before entry. Perform immediate follow-up with Field Offices and Inspector discrepancies. Operate copier and scanner. Prepare summons letters that are forwarded to the Dept. of Finance to dismiss fines incurred by vehicle owners whose vehicles were towed and re-located by NYCDOT while during and paving. Forward calls and claims of vehicle damage to the NYC Comptroller's office. Assist administrative and managerial staff with other assignments as needed.

To Apply : All resumes are to be submitted electronically. No phone calls or personal inquiries permitted. All applicants please go to https : / / cityjobs.nyc.gov and search for Job ID #643694. Only those applicants under consideration will be contacted. Most public libraries have computers available for use. For more information about DOT, visit us at : www.nyc.gov / dot.

Work Location : 120-55 Queens BLVD, Kew Gardens, NY 11424

Hours : 35 Hours / Week

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum 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 3 years.

Preferred Skills

Highly efficient word processing and computing skills. Superior proficiency in MS Excel and Outlook. Ability to supervise and train personnel to ensure continuity of operations. Experience in effectively interacting with field staff and resolving issues. Effective at providing accurate summaries and analyses. Excellent communication (oral and written) and liaison abilities, ability to coordinate transfer of information from field offices into format suitable for official document submission. Ability to anticipate potential problems, recognize and evaluate problems and take preventive actions, ability to exhibit professional demeanor in a fast-paced environment ability to handle sensitive and confidential matters. Excellent attention to detail and follow through.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https : / / studentaid.gov / pslf / .

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

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.