Administrative Coordinator, Bureau Of Environmental Sciences And Engineering

Administrative Coordinator, Bureau of Environmental Sciences and Engineering

OPEN TO PERMANENT STAFF ANALYSTS

The Bureau of Environmental Sciences and Engineering (ESE) is a team of over 125 professionals committed to reducing environmental and engineered hazards in NYC. We oversee water systems in both natural and built environments, as well as radiological materials and equipment. The Bureau of Environmental Sciences and Engineering (ESE) is looking to hire an Administrative Coordinator. The candidate will be responsible for carrying out the goals of ESE and its programs, which aim to prevent illness caused by poorly maintained and managed cooling towers, plumbing systems, and water supply and distribution systems throughout NYC. As an administrator, the candidate will supervise staff working on various administrative duties necessary to the function of the programs.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

• Support staff in performing compliance review, data entry, records management, communication, correspondence, reporting and other clerical activities
• Assist in providing customer service to all building owners and facilities (by phone, e-mail and in writing) in submitting required reports to meet regulatory requirements.
• Manage and track the Personal Services (PS) and Other Than Personal Services (OTPS) CTL, Grants and Intra-city budget for the bureau.
• Oversee, review and monitor bureau contracts and deliverables. Submit work plans and contract documents to Division of Environmental Health Administration to ensure timely contract initiation.
• Monitor and implement the bureau's grants through all phases: budget preparation, payment and claiming, and closeout.
• Review and Prepare OTPS Budget Report for ESE Director's to develop a plan in spending down the surplus funds.
• Provide administrative work in the capacity of assistant to Program leadership.
• Conduct ad-hoc reports or analysis as requested by the Director of Administration and/or Assistant Commissioner
• Manage and monitor all personnel actions including hiring and recruitment, timekeeping, and payroll actions
• Providing NYC Health Department administrative functions such payroll processing, timekeeping, or employee benefits administration.
• Assist in preparing analyses of Bureau's expenditure, budget modification in designated areas of monitoring and identifying summary reports.

PREFERRED SKILLS:

• Prior office/administration experience and strong organizational skills are required
• Excellent oral and written communication skills are required
• Strong interpersonal skills are required
• Ability to work independently as well as function as a member of a team.
• Proficiency in computer packages including MS Office applications.

Why you should work for us:

• Benefits: City employees are entitled to unmatched benefits such as:
• a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program and
• a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.
• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise. Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers! The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

Staff Analyst - 12626