Job description

IMPORTANT NOTE: CANDIDATES MUST BE PERMANENT IN THE ADMINISTRATIVE STAFF ANALYST CIVIL SERVICE TITLE OR PERMANENT IN A COMPARABLE CIVIL SERVICE TITLE ELIGIBLE FOR A 6.1.9 TITLE CHANGE PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE. NYC Department of Finance (DOF) is responsible for administering the tax revenue laws of the city fairly, efficiently, and transparently to instill public confidence and encourage compliance while providing exceptional customer service. DOF's Customer Operations Division has oversight of the Department of Finance business centers, City Register’s Office, and the Land Records, Adjudication, and Collections divisions. Customer Operations is charged with the processing of tax payments, parking violations payments, and all other charges collected by DOF. The division is also responsible for recording property transfers, adjudicating parking and camera violations, and managing the full life cycle of the department’s enforcement activities related to unpaid business and excise taxes, parking fines, and Environmental Control Board summonses. The Adjudication Division is responsible for conducting hearings on all parking and camera violations issued in New York City. It hosts in-person hearings in the Business Centers and conducts hearings by mail, web, and mobile app. In addition, the judges hear appeals of parking ticket determinations, and a special unit for Commercial Adjudications conducts hearings and appeals on tickets issued to commercial vehicles. The Assistant Commissioner of Adjudications unit, is seeking a Director of Operations to support the Chief Administrative Law Judge, the Deputy Chief Administrative Law Judge, the Administrative Law Judges, and assist in supervising staff who perform critical and time sensitive processing work in the Department of Finance's Adjudication Division, which adjudicates more than 2 million summonses per year, and are assigned to various subunits. Reporting to the Chief Administrative Law Judge, the selected candidate’s duties and responsibilities will include, but not be limited to the following: HR COORDINATOR - Serve as strategic resource to support team members in navigating HR processes, including providing subject matter expertise and guidance to staff on personnel policies and procedures. - Analyze hiring needs and develop strategic plans to fill vacancies, including recruiting Administrative Law Judges (ALJs). - Process job posting requests, civil service list requests and job offer requests for all appointments, promotions, reassignments, and title changes. - Coordinate all aspects of the hiring process, including candidate screening, identifying qualified candidates, scheduling and conducting interviews, onboarding new hires and ensuring efficient employment processing, and advising hiring managers. - Manage the ongoing professional development of staff through skills acquisition, including recommending training for staff through LinkedIn and other DOF training. - Manage completion of mandatory training for all staff and ALJs, including notifying staff supervisors of upcoming deadlines, overdue items, and new training requirements. - Manage the onboarding processes for all new staff and ALJ hires, including establishing credentials for adjudication tools for ALJs. - Assist the Training Managing ALJ in new ALJ Training Program and establishing an ongoing ALJ development training program, including modernizing the current training program and assisting in the preparing of new training modules. - Assist with maintaining the personnel services budget, staying abreast of the Agency’s functionality within the personnel service’s realm. FACILITIES/CONTRACT MANAGEMENT - Interface with the Budget Office to submit/process all new contracts/purchase requests via Passport. - Assist all Adjudication Units to create and/or review and update all Standard Operating Procedures and submit SOPs to the division heads. - Perform all facilities-related functions, including designing, orchestrating and executing floor plan movements, staff transfers and coordinate with Facilities Management, Finance Information Technology and Telecommunications staff. - Manage vendor relationships with FEDCAP, NYSID, Vanguard, Verra Mobility, IPS (NYPD), and other current and prospective vendor relationships in connection with technology or modernization initiatives, including Parking 2.0 Modernization Project. - Manage office supplies inventory, including ordering supplies and maintaining storage rooms and other logistics. EXECUTIVE OFFICE ADMINISTRATIVE ASSISTANT - Assist Chief Administrative Law Judge and Deputy Chief Administrative Law Judge as needed to prepare for meetings and presentations, including preparing reporting of departmental metrics, such as MMR reports, and attending management and other meetings. - Support project initiatives, including identifying and analyzing preliminary business needs, budget considerations, time and resources estimates, defining the project scope and objectives, and getting user sign-off. - Take initiative to assist the Executive Office team identify problems and troubleshoot solutions. - Participate in departmental strategic and budgetary planning processes; preparing and administering contract budgets; providing recommendations on policies and desired goals. - Use statistical tools, develop reports and collect data points to analyze Operations and Adjudication Performance to identify inefficiencies and areas of improvement. - Periodically, but no less than once yearly, review and closely monitor SOPs to ensure consistency and report to Executive Office and Supervisors any inconsistencies in staff compliance with procedures or whether procedures require updating. - Support Adjudication modernization objectives, including working with the IT Project Specialist on Parking 2.0 Modernization Project. - Prepare annually a SWOT (Strengths, Weaknesses, Opportunities & Threats) Analysis and present it to the Executive Office to assist in identifying any prospective issues or problems that could impact the Adjudications Operations performance. Additional Information: In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. 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 the Collective Bargaining Unit representing employees serving in the civil service title. ADMINISTRATIVE STAFF ANALYST - 1002E 1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, public health, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; or in management or methods analysis, operations research, organizational research or program evaluation; or in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management. Eighteen (18) months of this experience must have been in an executive, managerial, administrative, or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or 2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 3. An associate degree or completion of 60 semester credits from an accredited college and six years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 4. A four-year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and eight years of full-time satisfactory full-time professional experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above; or 5. A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma and at least two years of experience as described in “1” above, including the 18 months of executive, managerial, administrative, or supervisory experience, as described in “1” above. 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.

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Must-haves

IMPORTANT NOTE: CANDIDATES MUST BE PERMANENT IN THE ADMINISTRATIVE STAFF ANALYST CIVIL SERVICE TITLE OR PERMANENT IN A COMPARABLE CIVIL SERVICE TITLE ELIGIBLE FOR A 6.1.9 TITLE CHANGE
PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE.
Serve as strategic resource to support team members in navigating HR processes, including providing subject matter expertise and guidance to staff on personnel policies and procedures.
Analyze hiring needs and develop strategic plans to fill vacancies, including recruiting Administrative Law Judges (ALJs).
Process job posting requests, civil service list requests and job offer requests for all appointments, promotions, reassignments, and title changes.
Manage the ongoing professional development of staff through skills acquisition, including recommending training for staff through LinkedIn and other DOF training.
Manage completion of mandatory training for all staff and ALJs, including notifying staff supervisors of upcoming deadlines, overdue items, and new training requirements.
Manage the onboarding processes for all new staff and ALJ hires, including establishing credentials for adjudication tools for ALJs.
Assist with maintaining the personnel services budget, staying abreast of the Agency’s functionality within the personnel service’s realm.
Interface with the Budget Office to submit/process all new contracts/purchase requests via Passport.
Assist all Adjudication Units to create and/or review and update all Standard Operating Procedures and submit SOPs to the division heads.
Manage office supplies inventory, including ordering supplies and maintaining storage rooms and other logistics.
Support project initiatives, including identifying and analyzing preliminary business needs, budget considerations, time and resources estimates, defining the project scope and objectives, and getting user sign-off.
Take initiative to assist the Executive Office team identify problems and troubleshoot solutions.
Participate in departmental strategic and budgetary planning processes; preparing and administering contract budgets; providing recommendations on policies and desired goals.
Use statistical tools, develop reports and collect data points to analyze Operations and Adjudication Performance to identify inefficiencies and areas of improvement.
Support Adjudication modernization objectives, including working with the IT Project Specialist on Parking 2.0 Modernization Project.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

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Vision

Professional Development