Administrative Services Coordinator, OLS
New York City Department of Transportation, New York, NY, United States
Overview
In order to be considered for this position, the candidate must either be serving permanently in the Principal Administrative Associate Title or 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 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) prioritizes strategic planning, community engagement, research, policy, design, implementation, and long‑term management. Their goal is to create livable streets that support safety, accessibility, inclusion, resilience, active modes, community cohesion, and economic vitality citywide. They also aim to enhance New York City's pedestrian, bicycle, and micromobility networks by providing comfortable, connected, green, and reliable transportation options across the five boroughs, with special emphasis on Priority Investment Areas, mode shift, and reimagining streets. The OLS office develops innovative 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, supporting staff recruitment and retention efforts while focusing on building a diverse workforce and improving processes and workflows across OLS teams.
Job Role
The AU is seeking an Administrative Services Coordinator to support the Director of Administration, OLS, and OLS senior staff. The position coordinates hiring processes, manages administrative workflows, tracks budgets and procurement, and supports day‑to‑day operations. It requires strong organization, attention to detail, and the ability to manage multiple priorities.
Responsibilities
Provide direct support to the Director of Administration, OLS, and senior staff by preparing and reviewing documentation such as purchase orders and invoices, ensuring accuracy and completeness.
Order, track, and replenish office and program supplies to maintain smooth operations.
Compile documentation into comprehensive packets for submission to fiscal teams, track approvals and processing, and update programmatic records at each stage.
Coordinate with TPM Administration Unit, DOT internal teams, vendors, and partners to resolve issues, responding to inquiries promptly and courteously.
Maintain organized electronic and physical files.
Drafter, edit, and format documents, presentations, and reports; perform data entry; take meeting minutes; and follow up on outstanding tasks.
Assist with onboarding new OLS staff and track IT and facilities requests.
Provide supervisory support to staff as required and assist with budget preparation and other administrative functions as assigned.
Minimum Qualifications
Baccalaureate degree from an accredited college and three years of satisfactory full‑time progressively responsible clerical/administrative experience, including one year in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty.
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 supervisory experience described above.
Four‑year high school diploma (or equivalent) and five years of satisfactory full‑time progressively responsible clerical/administrative experience, including one year of the supervisory experience described above.
Education or experience equivalent to any of the options above, with the requirement that all candidates possess the one year of administrative or supervisory experience described above.
Preferred Skills
Excellent interpersonal, communication, and writing skills.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Visio) and FMS3.
Strong analytical, problem‑solving, and organizational abilities.
Detail‑oriented with proven ability to ensure accuracy across all tasks.
Ability to meet deadlines and manage multiple priorities simultaneously.
Capability to maintain confidentiality and thrive in a fast‑paced environment.
Adaptability to change and eagerness to learn.
Work Location
55 Water Street, NY, NY 10001
Hours/Shift
35 Hours/M-F
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 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.
#J-18808-Ljbffr
In order to be considered for this position, the candidate must either be serving permanently in the Principal Administrative Associate Title or 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 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) prioritizes strategic planning, community engagement, research, policy, design, implementation, and long‑term management. Their goal is to create livable streets that support safety, accessibility, inclusion, resilience, active modes, community cohesion, and economic vitality citywide. They also aim to enhance New York City's pedestrian, bicycle, and micromobility networks by providing comfortable, connected, green, and reliable transportation options across the five boroughs, with special emphasis on Priority Investment Areas, mode shift, and reimagining streets. The OLS office develops innovative 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, supporting staff recruitment and retention efforts while focusing on building a diverse workforce and improving processes and workflows across OLS teams.
Job Role
The AU is seeking an Administrative Services Coordinator to support the Director of Administration, OLS, and OLS senior staff. The position coordinates hiring processes, manages administrative workflows, tracks budgets and procurement, and supports day‑to‑day operations. It requires strong organization, attention to detail, and the ability to manage multiple priorities.
Responsibilities
Provide direct support to the Director of Administration, OLS, and senior staff by preparing and reviewing documentation such as purchase orders and invoices, ensuring accuracy and completeness.
Order, track, and replenish office and program supplies to maintain smooth operations.
Compile documentation into comprehensive packets for submission to fiscal teams, track approvals and processing, and update programmatic records at each stage.
Coordinate with TPM Administration Unit, DOT internal teams, vendors, and partners to resolve issues, responding to inquiries promptly and courteously.
Maintain organized electronic and physical files.
Drafter, edit, and format documents, presentations, and reports; perform data entry; take meeting minutes; and follow up on outstanding tasks.
Assist with onboarding new OLS staff and track IT and facilities requests.
Provide supervisory support to staff as required and assist with budget preparation and other administrative functions as assigned.
Minimum Qualifications
Baccalaureate degree from an accredited college and three years of satisfactory full‑time progressively responsible clerical/administrative experience, including one year in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty.
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 supervisory experience described above.
Four‑year high school diploma (or equivalent) and five years of satisfactory full‑time progressively responsible clerical/administrative experience, including one year of the supervisory experience described above.
Education or experience equivalent to any of the options above, with the requirement that all candidates possess the one year of administrative or supervisory experience described above.
Preferred Skills
Excellent interpersonal, communication, and writing skills.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook, Visio) and FMS3.
Strong analytical, problem‑solving, and organizational abilities.
Detail‑oriented with proven ability to ensure accuracy across all tasks.
Ability to meet deadlines and manage multiple priorities simultaneously.
Capability to maintain confidentiality and thrive in a fast‑paced environment.
Adaptability to change and eagerness to learn.
Work Location
55 Water Street, NY, NY 10001
Hours/Shift
35 Hours/M-F
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 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.
#J-18808-Ljbffr