Administrative Services Coordinator, OLS

In order to be considered for this position candidate must either be serving permanently in the Principal Administrative Associate Title, be reachable on the Principal Administrative Associate List. program.

Transportation Planning and Management (TPM) is responsible for the safe, efficient, and environmentally responsible movement of people and goods on the City's streets, supporting the larger goals of economic and social vitality for people living, working, and doing business in New York City. The Division's responsibilities include planning, street design, technical analysis, signs, transit development, freight mobility and markings, ensuring the safety of motor vehicle occupants, pedestrians, and cyclists. The Office of Livable Streets (OLS) is tasked with prioritizing strategic planning, community engagement, research, policy, design, implementation, and long-term management. Their goal is to create streets that are livable, supporting safety, accessibility, inclusion, resiliency, active modes, community cohesion, and economic vitality citywide. Additionally, they aim to enhance New York City's pedestrian, bicycle, and micromobility networks, providing comfortable, connected, green, and reliable transportation options across the five boroughs. They place special emphasis on Priority Investment Areas, mode shift, and reimagining streets. The office also develops innovative new programs, design typologies, project delivery, and analysis tools to meet the demands of a rapidly changing population with evolving needs and technologies.

The Administration Unit (AU) within OLS manages hiring, budgeting, procurement, and administrative operations across OLS. The unit supports staff recruitment and retention efforts, with a focus on building a diverse workforce, and works to improve processes and streamline workflows across OLS teams.

The AU is seeking an Administrative Services Coordinator to support the Director of Administration, OLS, and OLS senior staff. The role includes coordinating hiring processes, managing administrative workflows, tracking budgets and procurement, and supporting day-to-day operations. This position works closely with OLS leadership and requires strong organization, attention to detail, and the ability to manage multiple priorities.

Key Responsibilities: In this role, the Administrative Services Coordinator, OLS, will provide direct support to the Director of Administration, OLS, and OLS senior staff by preparing and reviewing documentation, such as purchase orders and invoices, and ensuring all paperwork is accurate and complete. The Administrative Services Coordinator will order, track, and replenish office and program supplies as needed to maintain smooth operations. They will compile documentation into comprehensive packets for submission to fiscal teams, track approvals and processing, and update programmatic records at each stage. The position requires coordinating with TPM Administration Unit, DOT internal teams, vendors, and partners to resolve issues, responding to inquiries promptly and courteously, and maintaining organized electronic and physical files. Additional responsibilities include drafting, editing, and formatting documents, presentations, and reports, performing data entry, taking meeting minutes, and following up on outstanding tasks. The Administrative Services Coordinator, OLS, will assist with onboarding new OLS staff and track IT and facilities requests. They may provide supervision to staff as required and may support budget preparation and other administrative functions as assigned.

The Department of Transportation's (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment.

Preferred Skills
Excellent interpersonal, communication, and writing skills. Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Visio) and FMS3. Strong analytical, problem-solving, and organizational abilities. Detail-oriented with a proven ability to ensure accuracy in all tasks. Able to meet deadlines and manage multiple priorities simultaneously. Capable of maintaining confidentiality and thriving in a fast-paced environment. Adaptable to change and eager to learn.

Work Location:
55 Water Street, NY, NY 10001

Hours/Shift: 35 Hours/M-F

Additional Information:
*This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and DC37. * Note: Less than 2 yrs. City Service - New Hire Rate: $68,209 2 or more yrs. City service - Minimum Incumbent Rate: $78,440. For information on NYC Civil Service, please visit https://www.nyc.gov/site/dcas/employment/apply-for-a-city-job.page.

To Apply
All resumes are to be submitted electronically using one of the following methods:
Current employees, please log into Employee Self Service, follow the Careers Link. Job ID #: 776956
All other applicants go to www.nyc.gov/careers and search for Job ID # 776956
No phone calls, faxes or personal inquiries permitted.
Only applicants under consideration will be contacted. Most public libraries have computers available for use.
Note: New hires must reside in NYC for the first two years of employment. Appointments are subject to OMB approval.
For more information about DOT, visit us at: www.nyc.gov/dot.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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 3 years.

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.