Administrative Operations Coordinator

SmartRecruiters, Inc.; New York (NY); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Remote work up to 2 days/week

Job summary

New York City Department of Finance is seeking a Principal Administrative Associate to support the Tax Audit Division’s ACAR/RQC Unit. The role emphasizes accurate document handling, coordination of notices, and maintaining detailed audit records in a complex city agency.

Applicants must meet civil service title requirements and may work remotely up to two days weekly under the agency pilot. Strong organizational and supervisory capabilities are essential for timely reporting and staff training.

Qualifications

• 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
• 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
• 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
• 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.

Responsibilities

• 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.

Education

Baccalaureate degree

Associate degree or 60 semester credits

High school diploma or equivalent

Education/experience equivalent with supervisory experience

Job description

• Job Category: Administration & Human Resources
• Salary Band: $70,000 to $80,000
• Compensation: USD 61,656 - USD 70,904 - yearly

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

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.

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.