Administrative Assistant

IMPORTANT NOTE: ONLY CANDIDATES WITH A PERMANENT PRINCIPAL ADMINSTRATIVE ASSOCIATE CIVIL SERVICE TITLE WILL BE CONSIDERED. 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.

The Customer Operations Division has oversight of the DOF 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 Adjudication Division is responsible for conducting hearings on all parking and camera violations issued in New York City. It hosts in-person hearings in the business centers and conducts hearings by mail, web, and mobile app. In addition, the judges hear appeals of parking ticket determinations, and a special unit for Commercial Adjudications conducts hearings and appeals on tickets issued to commercial vehicles.

DOF’s Customer Operations/Adjudications Division is seeking a dynamic, self-motivated individual to serve as the Administrative Assistant for the Adjudications’ HBM/HBW Unit. The position assists with the administrative tasks and special projects, including automation processes, for this unit responsible for the Hearings by Mail/Web/Mobile, Appeals, and Advocacy processes. The Administrative Assistant will work closely with the Supervisor in making these processes are properly executed, the staff is properly trained, and everyone is kept up to date with any changes to the processes.

As the Administrative Assistant, the individual is tasked with the following:

– Serve as liaison to vendors and internal partners (IT, other DOF divisions, etc.) to resolve any HBM/HBW/Mobile, Appeals, and Advocacy issues and ongoing automation projects.
– Communicate with vendors, request quotes for upcoming fiscal years, create IT tickets for staff, and keep track of outstanding items.
– Assist with quality control of the unit’s processes.
– Handle all administrative issues for the unit including, but not limited to, time and leave, payroll, log in credentials, and other computer access issues.
– Serve as backup approver for the unit’s time and leave in CityTime.
– Responsible for the compilation of all data and daily maintenance of the unit’s statistical spreadsheets.
– Generate daily, weekly, monthly reports for the unit.
– Special projects and assignments at the Chief Administrative Law Judge’s request.

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 3½ years.

Preferred Skills

– Strong organizational skills. – Exhibits good judgement works well independently. – Good communications and interpersonal skills. – Proficient in NYCServ, STARS, and AXXIS. – Proficient in MS Office suite, particularly MS Excel (formulas, charts, tables).
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.