Job Information
City of New York Office Manager in New York, New York
Job Description
MUST BE SERVING PERMANENTLY IN THE TITLE OF THE TITLE CLERICAL ASSOCIATE OR REACHABLE ON THE CLERICAL ASSOCIATE LIST
THE AGENCY
The Department of City Planning (DCP) plans for the strategic growth and development of the City through ground-up planning with communities, the development of land use policies and zoning regulations applicable citywide and by sharing its perspectives on growth and community needs with sister agencies in collaboration with the Office of Management and Budget (OMB).
The New York City Department of City Planning is a great place to work – cultivating intellectual inspiration, professional development and creativity. Visit our website at www.nyc.gov/planning to access the full listing of job opportunities and to learn more about our great agency.
THE DIVISION
The Brooklyn Office is made up of a team of city planners and urban designers who work on a wide variety of studies, rezonings, and developments, across a large and diverse borough. The Brooklyn Office coordinates the review of numerous private and publicly sponsored requests for land use and zoning changes and manages the Uniform Land Use Review Procedure (ULURP), including presentations to the City Planning Commission and coordination with Community Boards. Brooklyn Office staff also work on a wide range of land use, zoning, urban design, and transportation issues in communities across the borough, and staff are the local experts on their communities, providing essential knowledge to policy makers, and appointed and elected officials.
THE ROLE
The Brooklyn Office is seeking an Office Manager to support the overall functioning of the office. The Brooklyn Office has over 20 professional employees who work in teams, face regular deadlines, and interface with the public. Under supervision and reporting to the Brooklyn Director and Deputy Director, the Office Manager will perform moderately complex administrative work and other related general office duties, with latitude for independent judgment, including but not limited to the following:
Support the work of a team of city planners and urban designers managing land use applications, public information requests, and coordination across multiple City and State Agencies;
Perform administrative work, including timely scheduling of appointments and other general office management tasks, including distribution of mail, emails, and voicemails, and managing in-person visitor requests;
Ensure tracking of meetings, including management of Director and Deputy Director calendars, appointments, and calls;
Establish and maintain general office organization, coordination with building management and maintenance staff, maintaining equipment security, and vendor communications and services;
Maintain and order office supplies and materials;
Interface with DCP’s Executive Office and Central Divisions to ensure the Brooklyn Office maintains superior coordination and program management across its core mission and goals;
Respond to telephone calls and public email requests, answer simple questions and refer more complex requests and visitors to appropriate staff;
Maintain record keeping and files, both electronic and hardcopies, as well as coordinating off-site files and digitization initiatives;
Utilizing Microsoft Office, perform complex word processing assignments, involving independent performance of work, such as setting up and/or performing assignments which require the application of other than standard document or file formats, e.g., Acrobat PDF;
Perform basic data entry functions and assist with record maintenance of land use and environmental review applications in DCP’s e-filing system Zoning Application Portal (ZAP); and
Manage special projects and initiatives as assigned, and perform other related projects and tasks as needed.
Qualifications
Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
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.
