PAA 1 - Summons Unit

New York City Department of Transportation; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

New York City Department of Transportation seeks a Principal Administrative Associate to provide high-level clerical and administrative support for the Summons Unit. You will assist the unit coordinator, perform data entry, generate reports, and manage summons processing and FOIL responses.

The ideal candidate has strong communication, organization and writing skills, plus proficiency with Word, Excel and Outlook.

Qualifications

• Bachelor's degree plus three years of progressively responsible clerical/administrative experience, with one year in supervisory scope.
• Alternate qualifications allow 60 credits and four years of experience, including supervisory duties.
• High school diploma with five years of clerical/administrative experience, including supervisory duties.
• Equivalency option requires supervisory experience; substitution allowed up to 3 years total.

Responsibilities

• Assist the Summons Unit Coordinator and Senior Court Representative with daily administrative tasks.
• Prepare, maintain and edit reports; create spreadsheets, graphs and charts.
• Ensure summonses are packed monthly for submission; prepare summonses for OATH; act as Records Liaison.
• Manage FOIL and Discovery requests; handle electronic filing and train new staff; maintain supplies and records.

Skills

Communication

Organization

Writing

Microsoft Word

Excel

Outlook

Education

Bachelor's degree + 3 years experience

Associate degree / 60 credits + 4 years exp

High school diploma + 5 years exp

Education/experience equivalent with 1 year supervisory

Job description

**IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE, OR BE REACHABLE ON EXAM # 1128, OR ELIGIBLE UNDER THE 55A PROGRAM** The Department of Transportation's (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment. Under general supervision, the selected candidate will be responsible for performing the following duties: Assists the Summons Unit Coordinator and Senior Court Representative with daily administrative and operational tasks; performs moderately difficult administrative/operational tasks and complex data entry; prepares, maintains and edits reports, creates spreadsheets, graphs/charts; ensures summonses are packed monthly for submission to the Secretary of State, and prepares summonses for OATH; serves as the Central Summons Liaison for all HIQA Boroughs/Units; notifies inspectors of hearing dates; records adjournments/reschedules for hearings; assists with reviews, assign and track 311 Siebel System complaints for Newsracks, Encroachments, Defacements, as well as ARTS complaints; handles all incoming mail regarding Summonses Newsracks, Encroachments, etc. responds to FOIL and Discovery requests; assists with electronic filing system (scanning/naming); trains/assists new personnel with departmental systems, processes and procedures; responsible for sending/receiving email authorization letters and correspondence to permittees; serves as the Records Liaison for the Summons Unit; maintains inventory records for the unit's supplies, equipment, and uniforms; distributes supplies as needed; assists with yearly filing/records inventory; assists with special reports and projects, may supervise support staff in absence of unit coordinator; answers phones, attends trainings and workshops; performs related work as assigned.

Minimum Qualifications

• 1. 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
• 2. 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
• 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 five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• 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 years.

Preferred Skills

The selected candidate should possess an administrative background, and very good communication, organization and writing skills. Preference will also be given to candidate with intermediate to advanced computer skills (Microsoft Word, Excel & Outlook).

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.