Administration Unit Director

Key Responsibilities

• Driver Onboarding & Fleet Management
• Oversee the onboarding process for new drivers, including providing a comprehensive starter pack with necessary documentation, tools, and recommended gadgets (mobile apps, communication devices, etc.).
• Ensure consistent and accurate shift transition processes, including the establishment of written logs to communicate driver hand-offs.
• Implement and monitor the gas card process for new drivers, ensuring that all steps for obtaining a personalized PIN and gas card distribution are followed.
• Ensure vehicles are gassed nightly and confirm the consistency of this process.
• Oversee vehicle sign-out procedures, including necessary documentation and records, and monitor mileage reporting to ensure compliance with required processes.
• Oversee vehicle maintenance schedules (monthly, quarterly, or yearly) and work closely with mechanics, service vendors, and the Borough President's Office (BXBP) fleet.
• Unit Meetings & Check-ins
• Regularly coordinate and facilitate unit meetings to ensure effective communication and collaboration across departments.
• Evaluate the frequency and content of meetings, ensuring that key topics are discussed and addressed.
• General Services Management
• Supervise and coordinate the daily operations of the General Services team, including staffing, task delegation, and performance management.
• Ensure proper maintenance and cleaning of office spaces and the garage, coordinating with relevant personnel when issues arise.
• Manage the request process for flags and other resources, ensuring that all administrative requirements for events and other activities are met.
• ID and Keys Processes
• Oversee the system used to issue, modify, and deploy identification cards, ensuring compliance with established protocols.
• Manage the process for signing out and in keys, ensuring proper documentation and tracking of vehicle and office keys, including backup keys and key storage.
• Facility Operations and Maintenance
• Supervise the maintenance and cleaning schedules for both the office and garage, ensuring all areas are operational and properly maintained.
• Oversee the setup and maintenance of systems, such as the garage clicker system, ensuring smooth operation and providing access codes when needed.
• Coordinate responses to emergency or after-hours issues, ensuring there is clear communication and swift action to resolve facility-related issues.
• Inventory & Supplies Management
• Maintain a comprehensive inventory tracking system for agency ensuring that all materials are properly accounted for and organized.
• Oversee ordering processes for supplies and materials needed across various departments and ensure timely delivery.
• Regularly assess space (e.g., 4M, 7M, and Rotunda spaces) to identify items for discarding, shredding, or relocation to improve accessibility.
• Compliance and Coordination with External Partners
• Act as the primary point of contact for external vendors, including fleet management services, building maintenance, and DCAS (Department of Citywide Administrative Services).
• Liaise with OCA (Office of Court Administration), fleet management, technicians, electricians, mechanics, and other critical service providers to ensure smooth operation of all administrative functions.
• Event Coordination & Rotunda Usage
• Manage the scheduling, setup, and use of the Rotunda for events, ensuring compliance with office protocols and city regulations.
• Coordinate with security personnel regarding event logistics and inform relevant parties about upcoming events.
  
  

Working Conditions

• This is a full-time position based at the Bronx Borough President's Office.
• Occasional evening or weekend work may be required for events or emergency situations.
  
  

COMMUNITY COORDINATOR - 56058

Minimum Qualifications

• A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
• High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
• Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.
  
  

Preferred Skills

• Education & Experience: o Bachelor’s degree in Public Administration, Business Administration, or related field. o Minimum of 5 years of experience in office administration, fleet management, or facility operations, with at least 2 years in a supervisory role. - Skills & Competencies: o Strong leadership and organizational skills, with the ability to manage multiple tasks and projects simultaneously. o Excellent communication skills, both verbal and written, to effectively manage interactions with internal and external stakeholders. o Knowledge of administrative processes, including fleet and facility management, inventory control, and staff onboarding. o Proficiency in Microsoft Office Suite and familiarity with database management systems. - Additional Requirements: o Ability to handle sensitive information with discretion and professionalism. o Strong problem-solving skills, with the ability to resolve issues efficiently. o Ability to work in a fast-paced environment and handle emergencies or after-hours requests as needed.
  
  

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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/.

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.

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.

, $60,889.00 – $94,521.00