Administrative Assistant

Department of Transportation; New York (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

55a Program

Public Loan Forgiveness info

Job summary

The New York City Department of Transportation is seeking an organized, proactive Administrative Assistant to support the Office of the General Counsel. You will manage calendars, coordinate FOIL appeals, and maintain SharePoint resources while coordinating recruitment and onboarding processes.

Ideal candidates have 3+ years of clerical/administrative experience and strong written/verbal communication skills. NYC residency may apply; diverse, inclusive environment encouraged.

Qualifications

• Excellent organizational, analytical, and project coordination skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Experience supporting staff in a legal, governmental, or executive office setting.

Responsibilities

• Provide executive-level administrative support to the Office of the General Counsel.
• Manage calendars, meetings, and conference logistics.
• Draft, review, and transmit confidential documents and materials.
• Coordinate FOIL appeals process and monitoring submissions.
• Administer and maintain SharePoint sites and document repositories.
• Coordinate recruitment activities including interviews and onboarding.
• Maintain organizational charts, attorney assignments, and personnel records.
• Develop and maintain SOPs and workflow documentation.

Skills

Organizational skills

Analytical skills

Project coordination

Multitasking

Teamwork

Written communication

Verbal communication

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

City systems

Legal/government support

Education

Bachelor's degree

Associate degree or 60 credits

High school diploma

Education substitution allowed

Tools

SharePoint

FOIL process

SmartRecruiters

NYCAPS

CityTime

FMS

Microsoft Teams

Job description

The New York City Department of Transportation (DOT) provides for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and maintains and enhances the transportation infrastructure crucial to the economic vitality and quality of life of City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment.

The Division of Legal Affairs seeks a highly organized, proactive, and detail-oriented professional administrative assistant to provide executive-level administrative support to the Office of the General Counsel. The selected candidate will work closely with the General Counsel’s Executive Assistant and serve as a key administrative partner responsible for coordinating and executing administrative functions, enhancing internal processes, and ensuring the efficient day-to-day operation of the Division.

Primary Responsibilities

• Provide executive-level administrative support to the Office of the General Counsel.
• Manage calendars, meetings, and conference logistics.
• Draft, review, and transmit/receive confidential correspondence, presentations, briefing materials, reports, and meeting agendas.
• Coordinate and monitor the Division’s legal request intake form through SharePoint, and assignment tracking.
• Administer and maintain the Division’s SharePoint site, document repositories, and internal resources.
• Coordinate the Freedom of Information Law (FOIL) appeals process by monitoring appeal submissions, routing appeal submissions, tracking deadlines, and preparing periodic reports.
• Coordinate recruitment activities including interview scheduling, candidate communications, onboarding, and orientation.
• Maintain organizational charts, attorney assignments, personnel records, distribution lists, and administrative databases.
• Develop, update, and maintain Standard Operating Procedures (SOPs), workflow documentation, and administrative reference materials.

TO BE CONSIDERED FOR THIS POSITION CANDIDATES MUST BE SERVING PERMANENTLY IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE OR REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST.

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 3½ years.

Preferred Skills

• Excellent organizational, analytical, and project coordination skills, including proactive follow-up.
• Demonstrated ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to work as part of a team to complete assignments and deliver projects.
• Exceptional written and verbal communication skills.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Experience with SmartRecruiters, NYCAPS, CityTime, FMS, or similar City systems is preferred.
• Experience supporting staff in a legal, governmental, or executive office environment.

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.