Division Administrative Officer / Special Assistant

Division Administrative Officer / Special Assistant

DEPT OF DESIGN & CONSTRUCTION

Full-time

QUEENS

No exam required

T+I/EXECUTIVE

$62,868.00 – $72,298.00

Job Description

Hours: Full-Time – 35 Hours Work Location: 30-30 Thomson Avenue, LIC, NY 11101 The New York City Department of Design and Construction (DDC), Technology & Innovation Division, seeks to hire a Division Administrative Officer / Special Assistant to the Chief Information Officer (CIO). Under the direction of the CIO, this position will serve as the primary Personnel Liaison and Executive Administrative Assistant for the Technology & Innovation Division, providing essential administrative, personnel, and operational support. The successful candidate will be responsible to:

• Serve as the division's primary liaison for personnel and HR-related matters, coordinating with agency HR, OMB, and executive leadership.
• Monitor, track, and update recruitment activity within the Smart Recruiters platform, including posting status, candidate progression, and hiring timelines.
• Maintain hiring-related communications with interview panels, hiring managers, and project management teams.
• Schedule and facilitate interviews and panel sessions.
• Manage the full onboarding process for new hires, including onboarding coordination, access requests, orientation scheduling, and development and delivery of onboarding and training materials.
• Draft, track, and submit Personnel Action Requests (PARs) for CIO approval and maintain accurate vacancy and PAR tracking logs.
• Assist with agency Hiring Pools and related personnel initiatives.
• Serve as the point person for division office supplies and coordinate with Operations and Facilities units regarding IT staff placement, workstation setup, and relocations.
• Provide executive administrative support to the CIO, including phone coverage, calendar management, meeting scheduling, agenda preparation, and follow-up.
• Assist with special projects and initiatives as assigned by the CIO to support the mission and operations of the Technology & Innovation Division.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

- Implement effective problem-solving related to HR processing and Technology & Innovation operational issues.

- Possess working knowledge of HR policies and procedures.

- Use Microsoft Office 365 applications, including Excel, OneDrive, Visio, and PowerPoint, effectively.

- Communicate clearly and professionally through strong verbal and written communication skills.

- Provide excellent customer service and effectively interact with staff at all organizational levels.

- Work collaboratively with both business and technical groups in a Project Management Office environment.

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.

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.