Job Information
City of New York Administrative Manager in New York, New York
Job Description
The Agency You’ll Join:
The NYC Mayor's Office administers all city services, public property, most public agencies, and enforces all city, state, and federal laws within New York City. New York City’s Mayor, Eric Adams is head of the executive branch of New York City's government. Mayor Adams has served the people of New York City as an NYPD officer, State Senator, and Brooklyn Borough President. The Adams’ Administration is leading the fight to make New York City’s economy stronger, reduce inequality, improve public safety, and build a stronger, healthier city that delivers for all New Yorkers. As an agency, we value fairness, helpfulness, transparency, leadership and build our teams around these values. For current job opportunities visit our careers page.
The Team You’ll Work With:
The NYC Mayor’s Office of Equity (MOE) was established in 2022 and serves as New York City government’s centralized equity office. Focusing on developing critical, equity-driven strategies across our diverse communities, MOE includes the Commission on Gender Equity (CGE), the Young Men’s Initiative (YMI), and the NYC Unity Project (UP) as well as multi-agency bodies like the Pay Equity Cabinet (PEC) and the Taskforce on Racial Inclusion & Equity (TRIE).
New York City voters passed three ballot measures in November 2022 to embed racial justice in the heart of City government. The Mayor’s Office of Equity is hiring several new staff to develop and lead the successful implementation of these ballot measures and help realize a vision of racial equity in New York City.
MOE’s staff develop innovative programs, policies, initiatives, and campaigns designed to measurably reduce disparities and promote Diversity, Equity, Inclusion & Accessibility (DEI&A). As a critical part of the City’s efforts to build a stronger and healthier city, MOE works across City agencies and external partners to effect meaningful change. Every MOE staffer plays an integral role in our unrelenting commitment to equity.
The Problems You’ll Solve:
Reporting to the Chief Administrative Officer, you will manage day-to-day operational procedures and processes for the office with a focus on the employee life cycle (attracting talent, recruitment, orientation, development, and retention), payroll & timekeeping, fostering a diverse, inclusive, equitable, and accessible environment, and serving as a resource to team members. The Mayor’s Office of Equity is undertaking significant transformation and growth, so you will play an important role in shaping and establishing new administrative processes and practices.
Responsibilities:
Review and coordinate all personnel actions including new hires or appointments, promotions, transfers, office and payroll title changes, data changes, documented leave requests.
Coordinate and manage recruitment and onboarding activities including posting job openings, collaborating with supervisors on recruitment efforts, coordinating employee onboarding process from end-to-end, and leading orientation.
Review and approve employee onboarding paperwork, liaising with the Mayor’s Office Human Resources (HR), Mayor’s Office of Appointments, and Department of Investigation, when appropriate.
Handle all aspects of payroll administration (e.g. accurate and timely processing, direct deposits, employee requested payroll deductions, troubleshoot discrepancies, prepare verifications, and other related inquiries) and coordinate with Chief Administrative Officer for review and authorization.
Serve as MOE timekeeper, working with supervisors to ensure punctual and accurate entry of time (including leave) and processing of timesheets in City system (NYC CityTime) in accordance with citywide regulations and agency policies; identify and report any abuse of time usage, unapproved leave, or the need for Leave without Pay (LWOP); prepare reports, as needed.
Liaise with key agency partners including, Mayor’s Office Administrative Services, Office of Technology & Innovation (OTI), Department of Citywide Administrative Services (DCAS), Financial Services Information Agency & Office of Payroll Administration (FISA-OPA), to support employee relations, payroll and timekeeping, W-2s, benefits enrollment, and other interconnected processes on an ongoing basis.
Work closely with the MOE unit heads, the Commissioner, and City Hall to advance personnel actions and obtain requisite approvals.
Maintain an accurate and secure accounting of employee records with the highest degree of confidentiality.
Work closely with Mayor’s Office Administrative Services to ensure all personnel related policies and procedures (e.g. HR, timekeeping and leave regulations, payroll policies) are communicated and/or adapted for the Mayor’s Office of Equity, where appropriate.
Serve as Financial Disclosure Coordinator managing the annual disclosure filing period for MOE.
Manage exit process for all staff including timekeeping and payroll, coordination of asset return, and exit surveys and interviews.
Collaborate with MOE Chiefs and Unit heads to facilitate employee learning and development, engagement, and other opportunities.
Prepare personnel reports.
Perform other duties and assignments, as assigned
About You:
Five to seven (5-7) years of full-time professional experience, including at least three (3) years of HR and payroll & timekeeping experience. Experience doing so within New York City or New York State government preferred.
Relevant degree such as public administration, business administration and/or related certification(s) preferred.
Demonstrated ability to handle sensitive material and information with discretion and exercise the highest degree of confidentially and professionalism in all personnel matters (references required)
Customer-service oriented, stellar judgement, and strong ability to craft effective employee-centered communications.
Entrepreneurial approach with the ability to work with considerable independent latitude.
Problem solver with strong organizational skills and attention to detail.
Excellent data entry skills with strong proficiency in Microsoft Word, Excel, and PowerPoint.
Excellent understanding of citywide time and leave regulations (e.g. Paid Parental Leave, Family Medical Leave Act, Sick Leave), payroll policies, and HR policies including best practices.
Fluency with City administrative systems including, but not limited to, NYC Automated Personnel System (NYCAPS), e-Hire, citywide Payroll Management System (PMS), and CityTime.
Experience utilizing LexusNexus.
Knowledge of NYC Civil Service a plus.
Demonstrated commitment to diversity, inclusion, equity, and accessibility.
Prior lived and/or work experience in communities facing historical oppression will contribute to your ability to help the office meet its racial justice mission.
Demonstrated commitment, competency and familiarity with issues affecting Black, Indigenous, Latinx, Asian, Middle Eastern, and/or Pacific Islander communities in New York City, or other marginalized groups.
Excellent interpersonal skills, a strong ability to work well with others in a diverse team environment, and an enthusiastic work ethic.
Salary:
The City of New York Office of the Mayor’s compensation package includes a market competitive salary and exceptional benefits. Our cash compensation range for this role is $75,000-$85,000. Final offers may vary from the amount listed based on candidate experience and expertise, and other factors.
Equal Opportunity | Diversity Equity & Inclusion Statement:
The Office of the Mayor 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.
The Adams Administration values diversity in backgrounds and in experiences that are reflective of the city it serves. Applicants of all backgrounds are strongly encouraged and welcome to apply. If you are a qualified individual with a disability or a veteran with a disability, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by EEO at EEO@cityhall.nyc.gov.
Residency Requirement: New York City residency is required within 90 days of appointment.
To Apply: Click the "I'm interested" button to submit your application and please include your cover letter under the "Message to Hiring Manager" field.
Qualifications
Do you have a baccalaureate degree from an accredited college or university?
Do you have an associate degree from an accredited college or university along with two (2) years of experience with administrative, analytic, coordinative, supervisory or liaison responsibilities?
Do you have a four-year high school diploma, or its educational equivalent approved by a state's Department of Education or a recognized accrediting organization along with four (4) years of experience as described in question "2" above?
Do you have a satisfactory combination of education and/or experience equivalent to that described in questions "1," "2," and/or "3" above?
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.