Executive Assistant to Deputy Commissioner of Operations

Job Description

The 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 Deputy Commissioner of Customer Operations is seeking an Executive Assistant to perform difficult and responsible administrative work directly for the Deputy Commissioner. The successful candidate must be detailed-oriented, have excellent verbal and written communication skills, have strong interpersonal skills and act as a liaison between the Deputy Commissioner and the Senior Management team of the division.

Duties include, but are not limited to the following:

• Serve as the point of contact for the Deputy Commissioner and her executive team.
• Maintain files on correspondence received from the DOF commissioner, elected officials and senior level staff from other city/state agencies.
• Prepare spreadsheets, reports and document editing for the Deputy Commissioner.
• Review, track and assign all incoming mail and other written materials.
• Maintain the Deputy Commissioner's calendar to include scheduling of appointments, meetings, conferences. Screen telephone calls and messages.
• Ensure the Deputy Commissioner has all necessary materials for meetings and projects.
• Track and maintain a list of assignments (to do list) for the Deputy Commissioner and direct reports.
• Distribute and collect information from the Deputy Commissioner's direct reports.
• Oversee and maintain the Deputy Commissioner's executive office.
• Serve as backup to the Commissioner's office administrative staff.
• Perform other duties as assigned.

Preferred Skills

• Proven work experience with high-quality administrative and clerical assistance to senior-level executives.
• Proficiency in Microsoft Office, Excel, Project Management, Word and other management technologies.
• Excellent written and verbal communication skills.
• Experience exercising discretion and confidentiality with sensitive information.
• Excellent organizational skills with the ability to work proactively and prioritize work.
• Ability to handle multiple projects simultaneously with the ability to work in a team environment.

Minimum Qualifications

1. High school graduation or evidence of having passed an examination for the high school equivalency diploma or the U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and three (3) years of stenographic experience including one (1) year as secretary; or
2. 60 credits from an accredited college with 12 credits in executive secretarial work and one(1) year of experience as a secretary; or
3. Graduation from an accredited college with a baccalaureate degree and one (1) year of experience as a secretary; or
4. A satisfactory equivalent.

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.

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.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.