Chief of Administrative Services
: Job Details :

Job Description

***IMPORTANT NOTE: Only those currently serving as a permanent or probable permanent Administrative Manager; or DEP Agency employee on the promotional list for exam 1552 may be

considered.***

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the systems 2,000 square mile watershed that extends 125 miles north and west of the City.

The Bureau of Wastewater Treatment (BWT) is responsible for the operation and maintenance of all facilities related to the treatment of sewage within the five boroughs of the City. This includes 14 wastewater treatment plants, sludge dewatering facilities, collections facilities (pumping stations, combined sewer overflow retention facilities, regulators, tide gates, etc.), wastewater laboratories and harbor vessels.

The Bureau of Wastewater Treatments Employee services and Bureau Administration Directorship is responsible for coordinating Human Resources and Employee Services in a Bureau of about 1800 employees. This includes Personnel Services, Payroll & Timekeeping, Employee Benefits, Administrative Support, Facilities Management and Workforce Development and Training.

The Chief of Administrative Services is a key managerial role responsible for overseeing and managing a wide range of administrative functions, including travel coordination, membership management, supervision of field administrative staff, facilities management, record keeping, and archiving. The ideal candidate will be detail-oriented, possess excellent organizational and communication skills, and have a proven track record of efficiently managing administrative processes.

Under the general direction of the Director of Employee Services, with a wide latitude for independent initiative, judgment and decision making, the selected candidate will manage difficult and responsible professional organizational in the following:

- Travel Coordination:

o Oversee the arrangement and coordination of travel logistics for employees, including flights, accommodations, and transportation.

o Develop and maintain relationships with vendors to ensure cost-effective and efficient travel solutions.

- Memberships Management:

o Oversee the management of corporate memberships, ensuring timely renewals and coordinating employee access to relevant memberships and subscriptions.

o Keep abreast of industry trends and opportunities for new memberships that align with company objectives.

- Supervision of Field Administrative Staff:

o Provide training, leadership and guidance to administrative staff working in field offices.

o Conduct regular check-ins and performance evaluations to ensure staff effectiveness and development.

- Facilities Management:

o Oversee the day-to-day operations of Lefrak office facilities, ensuring a clean, safe, and well-maintained working environment.

o Collaborate with vendors for facility-related services and negotiate contracts as needed to provide office supplies.

- Records Management and Archiving:

o Develop and implement efficient record-keeping systems to maintain accurate and up-to-date information, which includes managing shared servers and digital records.

o Manage the archiving process, ensuring compliance with DEP requirements.

- DCAS Test Development Process.

In addition, as a Section Chief, the selected candidate will be responsible for directly supervising staff, which includes setting clear expectations and goals for the team; provide vision, inspiration and motivation; provide effective communication to ensure transparency; provide constructive feedback on performance; identify opportunities for skill development and career growth; build a positive team culture; provide conflict resolution when necessary; manage employee performance; foster employee well-being and provide ethical leadership.

Qualifications:

Proven experience in administrative services, with a focus on travel coordination, membership management, and facilities management.

Excellent organizational and multitasking abilities.

Proficiency in relevant software applications (MS Office, travel management systems, etc.).

Strong communication and interpersonal skills.

Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in 1 above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or

3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in 1 above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or

4. Education and/or experience equivalent to 1 , 2 or 3 above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in 1 , 2 or 3 above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in 1 , 2 or 3 above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

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.