Division Administrative Officer

City of New York; New York (NY); On-site; USD 68,000 - 94,000; Full time

Job summary

The City of New York's Department of Design & Construction, Safety & Site Support (SSS) Division seeks a Division Administrative Officer to lead HR and recruitment activities, coordinate personnel actions, and advise managers on policies. The role oversees onboarding, vacancy logs, and hiring communications, ensuring compliance with agency rules.

Required are civil service eligibility or current status as Principal Administrative Associate, with a relevant degree and progressively responsible

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
• * However, all candidates must possess the one year of administrative or supervisory experience as described in
• 1
• above.

Responsibilities

• Monitor recruitment activity and routinely update Senior Leadership; maintain hiring communications with hiring and interview teams.
• Schedule interviews and manage the entire personnel onboarding process.
• Prepare personnel action requests for Division head approval and submission to HR.
• Update and maintain vacancy and personnel action requests log.
• Coordinate and assist with hiring pools and various recruitment initiatives and events.
• Liaise with Technology & Innovation, Operations and Facilities Management for staff placement and relocation.
• Oversee coordination of Division training and staff development needs.
• Provide high-level administrative support, including preparation and review of documents, correspondence, reports, and presentations.

Skills

HR coordination

Recruitment

Policy guidance

MS Office 365

Education

Bachelor's degree

Associate degree

High school diploma

Tools

Microsoft Office 365

Job description

Hours: Full-Time Position – 35 Hours

Work Location: 30-30 Thomson Avenue, LIC, NY 11101

Only candidates who are those who are permanent in the Principal Administrative Associate title or those who are reachable on the Principal Administrative Associate list for open-competitive exam #1128 may apply. Please include a copy of your Notice of Results or indicate if you are already permanent in the title. If you do not meet the previously mentioned civil service criteria, you will not be considered for an interview.

The Department of Design & Construction, Safety & Site Support (SSS) Division seeks a Division Administrative Officer (DAO). The DAO is responsible for providing high-level administrative and operational support to Division leadership and staff, with primary responsibility for human resources, recruitment, workforce coordination, and administrative oversight. The successful candidate will lead and coordinate the Division’s recruitment and personnel activities and HR coordination, serve as the key resource to managers and staff on HR policies and procedures, and liaise with various divisions within the Agency.

The successful candidate will be responsible to: monitor recruitment activity and routinely update Senior Leadership, maintain all related hiring communications with hiring and interview teams; schedule interviews and manage entire personnel onboarding process; prepare personnel action requests for Division head approval and submission to HR; update and maintain vacancy and personnel action requests log; coordinate and assist with hiring pools and various recruitment initiatives and events; liaise with Technology & Innovation, Operations and Facilities Management for Safety & Site Support staff placement and relocation, and oversee coordination of Division training and staff development needs. Additional duties will include providing high-level administrative support, including preparation and review of documents, correspondence, reports, presentations, and other materials; support Division operations by monitoring administrative processes, identifying issues and opportunities for improvement, and ensuring compliance with applicable agency policies, procedures, and requirements.

Please note: All candidates must be currently authorized to work full-time in the United States (U.S.). In compliance with Public Law 99-603, candidates are required to present original documents proving citizenship or the legal right to work in the U.S. DDC is unable to support or sponsor any visa application or visa extension, including but not limited to OPT/STEM visas, H-1B visas, F-1 practical training, permanent residence sponsorship, or any proposed change of visa type. DDC does not offer a training program as required by U.S. immigration law and is not hiring temporary employees. Candidates must have proper work authorization when an employment offer is made.

Additionally, educational credentials must be from a U.S. Department of Education‑recognised accredited institution. Credentials from foreign institutions require independent equivalency verification from an approved evaluation service. A list of providers (fees apply) is available at: https://www.nyc.gov/assets/dcas/downloads/pdf/employment/nyc-dcas-foreign-education-evaluation-guide.pdf.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum 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.

Preferred Skills

Knowledge of NYC Civil Service processes, human resources, recruitment, personnel administration, and workforce coordination. Strong organizational, time-management, prioritization, and communication skills. Proficient in Microsoft Office 365. Experienced in developing tracking tools, spreadsheets, reports, presentations, correspondence, and other administrative materials. Analytical and resourceful, with strong decision-making skills and a proactive approach to anticipating needs and resolving operational issues. Detail-oriented and committed to accuracy, confidentiality, discretion, and compliance in personnel and administrative matters.

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 – $94,341.00