Office Manager (New York)

Office Manager

The New York City Department of Transportation's (DOT) 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 the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. 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 general public. MBCO staff draws on the expertise and talents of the Agency's engineers, planners, inspectors, analysts, and others to help the agency achieve Vision Zero and other City Administration 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 :

• 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, civic and local organizations;
• Screen and route incoming telephone calls from the general public, political appointees, and other government agencies; and answer phone calls from the general 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 out; 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
• 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.
• PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications :

Preferred Skills :

Knowledge of NYC government and transportation issues. Experience using Microsoft Office or Microsoft 365 (MS Word, MS Excel, MS Outlook Calendar) 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.

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.