Administrative Operations Coordinator

Department-of-Finance; New York (NY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

NYC Department of Finance seeks a Principal Administrative Associate to support the Tax Audit Division. The role coordinates notices, mail processing, and records management, ensuring accuracy and timeliness.

Candidates must have a relevant civil service title or be eligible for title change; strong written and verbal communication, organization, and supervisory experience preferred.

Qualifications

• A baccalaureate degree with two years of clerical/administrative experience or an equivalent combination.
• Associate degree with three years of clerical/administrative experience and one year supervisory experience.
• High school diploma with four years of clerical/administrative experience and one year supervisory experience.
• Education/experience equivalent to the above with required supervisory exposure.

Responsibilities

• Coordinate, compile and process the mailing of notices for closed audits.
• Reconcile mailed documents with the daily mail log and track to postal receipts.
• Maintain detailed records of mailed notices and receipts.
• Prepare Statement of Audit Adjustment (A21.5) and submit to NYS monthly.
• Train new clerical staff on unit tasks.
• Coordinate with clerical staff to file and return cases and maintain records.
• Monitor equipment and supplies; troubleshoot computer, printer and scanner issues.
• Retrieve relevant legal documents and case files on request.
• Perform general office administrative tasks and director-driven projects.
• Develop staff reports and other documents for the Director.

Skills

Excellent written communication

Strong organizational skills

Detail oriented

Teamwork skills

Education

Baccalaureate degree + 2 yrs exp

Associate degree + 3 yrs exp

HS diploma + 4 yrs exp

Equivalent combo w/ supervisory exp

Job description

IMPORTANT NOTE: CANDIDATES MUST HAVE A PERMANENT PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE OR ARE PERMANENT IN A COMPARABLE CIVIL SERVICE TITLE ELIGIBLE FOR A 6.1.9 TITLE CHANGE.

PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE.

NYC Department of Finance (DOF) is responsible for administering the tax revenue laws of the city fairly, efficiently, and transparently to instill public confidence and encourage compliance while providing exceptional customer service.

DOF’s The Tax Audit and Enforcement Division is charged with the audit of all business and excise taxes administered by New York City. The division conducts audits related to corporate, personal, sales, and use taxes. City tax auditors conduct audits of selected audit candidates with a goal of determining the appropriate tax liability of each taxpayer and applying NYC rules and laws in accordance with the City’s policies and procedures.

The Office of Tax Audit is charged with the audit of all business and excise taxes administered by the City of New York. Tax Audit conducts audits of general corporation tax, business corporation tax, commercial rent tax, unincorporated business tax, hotel tax, utility tax, real property transfer tax, and bank tax. Tax Audit also conducts NYC personal income tax and sales and use tax audits within New York City. Tax auditors conduct audits of selected candidates in the various administered taxes, with a goal of determining the appropriate tax liability of each taxpayer. The Office of Tax Audit includes the Field Unit, which conducts audits in the field, and the Non-field Unit, which conducts correspondence audits.

The Audit Case Analysis and Reporting/Review & Quality Control Unit (ACAR/RQC) of the Tax Audit Division has an excellent promotional opportunity available for a highly motivated, organized and detail-oriented individual to serve as an Administrative Operations Coordinator of the Unit. Reporting to the Director of the Tax Audit, the selected candidates’ duties and responsibilities will include, but are not limited to the following:

• Coordinate, compile and process the typing and mailing of statutory & non-statutory notices for all closed audits conducted by the Department’s Audit and Enforcement Division. Prepare complete mailing packages along with their related notices and attachments.
• Reconcile the mailed documents to the daily mail log and trace them to their related postal receipts. Document and trouble shoot discrepancies and communicate in a clear concise manner with the mailroom staff to resolve issues.
• Maintain complete, detailed records of all mailed notices and their related certified receipts for quick reference.
• Compile respective Statement of Audit Adjustment (A21.5) and submit it neatly and timely to the New York State representative monthly.
• Train all new Clerical Support staff members in the numerous tasks conducted by the Unit.
• Coordinate with the various Unit’s clerical support staff to document, file and return all incoming and outgoing completed cases. Maintain detailed records.
• Monitor and maintain equipment and supply needs and request, accordingly, ensuring that supplies are always on hand. Report and trouble shoot computer, printer and scanner related problems.
• Retrieve all relevant legal documents, case folder, and receipts based on the request of the Conciliation Bureau.
• Perform general office administrative functions and special projects requested by the Director.
• Independently develop and create reports for the Director. Such work may include but is not limited to staff related reports.

Additional Information: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and the Collective Bargaining Unit representing employees serving in the civil service title.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two 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 three 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 four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
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 year.

Preferred Skills

• Excellent written and verbal communication skills.
• Strong organizational skills.
• Detailed oriented and able to handle multiple assignments.
• Strong interpersonal and teamwork skills.

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.