Administrative Assistant

City of New York; New York (NY); On-site; USD 68,000 - 104,000; Full time

Job summary

The New York City Department of Transportation (DOT) seeks a highly organized administrative professional to provide executive-level support to the Office of the General Counsel. The role emphasizes calendar management, confidential communications, and coordination of legal requests, onboarding, and SOP maintenance.

Candidates must be permanent in the Principal Administrative Associate title or on the Civil Service list.

Qualifications

• Bachelor's degree and three years of clerical/administrative experience, with one year in supervisory capacity.
• Associate degree with four years of experience including one year supervisory experience.
• High school diploma with five years of clerical/administrative experience including one year supervisory experience.

Responsibilities

• Provide executive-level administrative support to the Office of the General Counsel.

Skills

Organizational skills

Analytical skills

Project coordination

Multitasking

Strong communication

Education

Bachelor's degree or higher

Administrative supervisory experience

High school diploma with experience

Education/experience equivalent substitutions

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

SharePoint

SmartRecruiters

NYCAPS

CityTime

FMS

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

• 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 the administrative supervisory experience described in “1” above; or
• 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;
• 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.

, $68,209.00 – $104,239.00