Administrative Assistant

Department of Transportation; New York (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

The City of New York seeks a Clerical Associate to process and review FOIL, Preservation, NYPD, ARTS and other requests related to enforcement cameras. You will draft professional correspondence, maintain reports, and handle inquiries with contractors and agency staff.

Responsibilities include organizing filings, coordinating media collection, and supporting litigation teams. The role involves maintaining employee records and tracking office supplies, while adhering to department policies.

Qualifications

• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
• Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
• Preferred Skills include strong written and verbal communication, organization, attention to detail, and ability to manage multiple tasks in a fast-paced environment.

Responsibilities

• Process and review FOIL, Preservation, NYPD, ARTS, and other official requests related to enforcement cameras.
• Conduct research and obtain pertinent information from contractors, supervisory staff, and agency personnel.
• Draft and prepare professional correspondence, including emails and formal response letters.
• Prepare and maintain reports on incoming and completed requests, ensuring accuracy and timeliness.
• Respond to telephone inquiries regarding request status and procedures.
• Maintain organized filing systems for record keeping and accessibility.
• Coordinate with contractors to collect media (e.g., DVDs) and distribute materials to litigation teams.
• Collaborate with supervisory staff to address complex or escalated matters.
• File and maintain employee documentation (e.g., sick leave records) and track office supplies.

Skills

Typing 100 wpm

Strong written/verbal communication

Organizational skills

Attention to detail

Research and analytical skills

Customer service

Microsoft Office proficiency

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

In order to be considered for this position candidate must be serving permanently in the title of Clerical Associate, or must have taken, passed, and be reachable on the Open Competitive Clerical Associate Exam # 3120. Under general supervision, the selected candidate will be responsible for processing and reviewing FOIL, Preservation, NYPD, ARTS, and other official requests related to enforcement cameras. The candidate will conduct research and obtain pertinent information from contractors, supervisory staff, and agency personnel, and will draft and prepare professional correspondence, including emails and formal response letters. Responsibilities also include preparing and maintaining reports on incoming and completed requests, ensuring accuracy and timeliness, and responding to telephone inquiries regarding request status and procedures. The selected candidate will maintain organized filing systems to ensure proper record keeping and accessibility, coordinate with contractors to collect media such as DVDs and distribute materials to litigation teams, and collaborate with supervisory staff, including TCI supervisors, to address complex or escalated matters. Additional duties may include filing and maintaining employee documentation, such as sick leave records, as well as tracking and organizing office supplies for the unit. All duties must be performed in compliance with departmental policies and procedures related to written and verbal communication.

CLERICAL ASSOCIATE - 10251

Minimum Qualifications

Qualification Requirements

A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.

Skills Requirement

Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Preferred Skills

• Strong written and verbal communication skills, with the ability to draft clear and professional correspondence.
• Excellent organizational skills and attention to detail, particularly in managing records and filing systems.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Experience reviewing and processing formal requests (e.g., FOIL or legal/administrative requests) is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
• Strong research and analytical skills to gather and interpret information from multiple sources.
• Ability to interact professionally with internal staff, and contractors.
• Experience maintaining confidential information and exercising discretion.
• Strong customer service skills, including handling telephone inquiries in a professional manner.
• Ability to work independently while also collaborating effectively with supervisors and team members.

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.