Office Supervisor

NYC Department of Finance; New York (NY); Hybrid; USD 62,000 - 71,000; Full time

Job summary

NYC Department of Finance seeks a Principal Administrative Associate to supervise clerical staff, oversee daily workflows, and ensure accurate processing of property records. The role includes serving as escalation point for complex inquiries and coordinating document review in a high-volume environment.

Applicants must have a qualifying civil service title or be eligible for a title change, with a strong background in land records, records management, and customer service.

Qualifications

• Bachelor's degree and two years of progressive clerical/administrative experience (one year supervisory).
• Associate degree and three years of progressive clerical/administrative experience including one year supervisory.
• High school diploma and four years of progressive clerical/administrative experience including one year supervisory.
• Education/experience equivalent with one year supervisory experience as described above.

Responsibilities

• Supervise customer service clerical staff and manage workload distribution.
• Maintain public counters, phone lines, email inquiries, and records research coverage.
• Examine real and personal property documents per Article 13 of the Real Property Law.
• Prepare weekly operational reports for office leadership and support continuity by processing documents.

Skills

Supervisory experience

Land records

ACRIS

Analytical skills

Organizational skills

Problem solving

Communication skills

Customer service

MS Office

Education

Bachelor's degree

Associate degree

High school diploma

Education/experience equivalent

Tools

ACRIS

Records management systems

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 Customer Operations Division has oversight of the Department of Finance Business Centers, City Register’s Office, and the Land Records, Adjudication, and Collections divisions. Customer Operations is charged with the processing of tax payments, parking violations payments, and all other charges collected by DOF. The division is also responsible for recording property transfers, adjudicating parking and camera violations, and managing the full life cycle of the department’s enforcement activities related to unpaid business and excise taxes, parking fines, and Environmental Control Board summonses.

The Land Records Division and its Office of the City Register record and maintain all official documents related to real estate, including deeds, mortgages, and leases. The division has offices in every borough except for Staten Island, where the Office of the County Clerk provides these functions. Land Records records approximately 550,00 documents annually and collects over $5 billion annually in real property transfer and mortgage recording taxes. The Division maintains and updates New York City property ownership records and provides review and research services for those records. The Land Records Division also administers the property tax lien sale for property tax enforcement, interacting with the NYC Law Department, the Mayor’s Office of Management and Budget, and the Lien Trust Program.

Responsibilities

• Supervise customer service clerical staff, ensuring proper delegation and workload distribution.
• Supervise staff and oversee workflow in the absence of the Assistant Deputy Borough Register.
• Maintain adequate coverage for public counters, telephone lines, email inquiries, records research, document review, and other essential functions.
• Serve as the first level of escalation for complex operational, procedural, and customer-service matters.
• Examine real and personal property documents in accordance with Article 13 of the Real Property Law.
• Serve as a floating supervisor, providing coverage in the outer borough offices.
• Monitor staff performance and review scanned document images for quality assurance and completeness.
• Assist the public by accurately responding to inquiries regarding the completion of ACRIS cover pages and document requirements.
• Review complex or unusual document issues and determine the appropriate course of action.
• Prepare and maintain weekly operational reports for office leadership.
• Support operational continuity by intaking, scanning, and processing documents as needed.
• Handle and prepare certified copy requests when required.
• Participate in special projects within the division.

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

• 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

• Supervisory experience in a high-volume administrative, records, customer service, or public-sector environment. - Knowledge of land records, document recording, property records, document corrections, and records research procedures. - Experience using ACRIS or similar records-management and database systems. - Strong analytical, organizational, and problem-solving skills. - Excellent written and verbal communication skills. - Strong customer-service skills and ability to handle escalated inquiries professionally. - Proficiency with Microsoft Office, Excel and Word.

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.

, $61,656.00 – $70,904.00