Remote Administrative Operations Coordinator

City of New York; New York (NY); Hybrid; USD 70,000 - 80,000; Full time

Benefits offered by this job

Remote work up to 2 days per week

Public sector role

Job summary

SmartRecruiters, Inc. in New York City seeks an Administrative Operations Coordinator for the Tax Audit unit. The role handles notices, mail processing, and record-keeping for audits, with responsibilities spanning reconciliation, reporting, and file management.

Some supervisory tasks are included as the unit trains new clerical staff. Candidates must meet civil service qualifications and may qualify for a remote-work pilot allowing up to two days per week.

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.
• Reconcile the mailed documents to the daily mail log and trace them to their related postal receipts.
• 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.
• Monitor and maintain equipment and supply needs and request, accordingly, ensuring that supplies are always on hand.
• 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

Bachelor's degree (college)

Associate degree or 60 semester credits

High school diploma or equivalent with 4 years experience

Education/experience equivalent to 1-3 with substitution

Job description

SmartRecruiters, Inc. in New York City seeks an Administrative Operations Coordinator for the Tax Audit unit. The role handles notices, mail processing, and record-keeping for audits, with responsibilities spanning reconciliation, reporting, and file management.

Some supervisory tasks are included as the unit trains new clerical staff. Candidates must meet civil service qualifications and may qualify for a remote-work pilot allowing up to two days per week.