Office Manager – Manhattan Borough Engineering

***In order to be considered for this position candidate must be serving permanently in the title, or reachable on the civil service list, or be eligible under the 55a program.***

Traffic Control & Engineering is seeking a highly organized and detail-oriented individual to serve as the Office Manager for the Manhattan Borough Engineering Office. In this role, the candidate will oversee the day-to-day administrative and operational functions, ensuring the smooth and efficient running of the office. Key responsibilities include compiling overtime and travel log reports, maintaining absence control calendars and reports for all employees including those at the Manhattan Sign Shop and assisting the Borough Engineer and Deputy with special projects as needed. The Office Manager will also handle fiscal duties, including assisting in the management of the OTPS (Other Than Personal Services) Budget, procuring office and shop supplies, tools, and equipment, and maintaining related inventory and records. The candidate will manage correspondence for the Borough Engineer and Manhattan Borough Commissioner, which includes processing, updating, and closing out correspondence in the Agency Response Tracking System (ARTS) and researching Freedom of Information Law (FOIL) requests. Additionally, the Office Manager will monitor and address complaints in the Siebel 311 system, coordinate vehicle usage, schedule meetings, and maintain and retrieve case files as required. This role demands excellent organizational and communication skills, a proactive approach to problem-solving, and the ability to manage multiple priorities effectively.

Traffic Control & Engineering is responsible for administration, engineering and operations related to the installation, manufacturing, maintenance and removal of signs, flexible bollards, moveable barriers, in-house traffic sign production and other traffic control devices. The office draws on the expertise and talents of engineers, sign designers, planners, inspectors, IT experts, analysts and others to help the agency achieve Vision Zero and other city goals.

The Department of Transportation’s (DOT) mission is to provide for the safe, efficient, and environmentally responsible movement of people and goods in the City of New York and to maintain and enhance the transportation infrastructure crucial to the economic vitality and quality of life of our primary customers, City residents. DOT is an equal opportunity employer, committed to recruiting and maintaining a diverse workforce in an open and inclusive environment. 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 the 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.

Preferred Skills
The ideal candidate will have strong computer skills, including proficiency in MS Word, Access, and Excel, as these tools are essential for tasks such as data entry, preparing forms, reports, logs, and correspondence, and identifying opportunities to improve operational efficiency. Excellent verbal and written communication skills are essential, along with the ability to maintain confidentiality and work effectively in a fast-paced environment. Familiarity with the Agency Response Tracking System (ARTS), Sign Information Management System (SIMS), and experience with budgets and procurement processes are strongly preferred.

Additional Information
Note: This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed to between the City and DC37.

To Apply
All resumes are to be submitted electronically using one of the following methods:
Current employees please log on into Employee Self Service at https://hrb.nycaps.nycnet and follow the Careers Link and search for Job ID # 695061
All other applicants, go to www.nyc.gov/careers/search and search for Job ID # 695061
No phone calls, faxes or personal inquiries permitted.
Only applicants under consideration will be contacted.
Most public libraries have computers available for use.
Note: New hires must reside in NYC for the first two years of employment. Appointments are subject to OMB approval.

Work location: 59 Maiden Lane, New York, New York 10038

Hours/Shift: 35 hours per week / To Be Determined

Minimum Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
3. A four-year high school diploma or its educational equivalent and six years of
satisfactory, full-time progressively responsible experience as described in "1"
above, 18 months of which must have been in an administrative, managerial,
executive or supervisory capacity. The supervisory work must have been in the
supervision of staff performing clerical/administrative work of more than
moderate difficulty; or
4. Education and/or experience equivalent to "1", "2" or "3" above. However, all
candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above
the high school level may be substituted for the general clerical/administrative
experience (but not for the administrative, managerial, executive or supervisory
experience described in "1", "2" or "3" above) at a rate of 30 semester credits
from an accredited college for 6 months of experience up to a maximum of 3½
years.

Preferred Skills

The ideal candidate will have strong computer skills, including proficiency in MS Word, Access, and Excel, as these tools are essential for tasks such as data entry, preparing forms, reports, logs, and correspondence, and identifying opportunities to improve operational efficiency. Excellent verbal and written communication skills are essential, along with the ability to maintain confidentiality and work effectively in a fast-paced environment. Familiarity with the Agency Response Tracking System (ARTS), Sign Information Management System (SIMS), and experience with budgets and procurement processes are strongly preferred.

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.