Office Administrator

Important Note:

Candidates Must Be a Dof Employee Serving Permanently in the

ADMINISTRATIVE MANAGER CIVIL SERVICE TITLE OR ARE REACHABLE ON THE CURRENT ADMINISTRATIVE MANAGER PROMOTIONAL EXAM NO.

• PLEASE INCLUDE YOUR EMPLOYEE IDENTIFICATION NUMBER (EIN) WHEN APPLYING AND INDICATE IN YOUR COVER LETTER YOUR PERMANENT CIVIL SERVICE TITLE OR INDICATE YOUR LIST NO.

For Exam

NO.

• 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 Land Records Division and its Office of the City Register record and maintain all official documents related to real estate, including deeds, mortgages, and leases. The division has offices in every borough except for Staten Island, where the Office of the County Clerk provides these functions. Land Records records approximately 550,00 documents annually and collects over $5 billion annually in real property transfer and mortgage recording taxes. The Division maintains and updates New York City property ownership records and provides review and research services for those records. The Land Records Division also administers the property tax lien sale for property tax enforcement, interacting with the NYC Law Department, the Mayor’s Office of Management and Budget, and the Lien Trust Program.

The Lien Enforcement Unit within the Land Records Division, is seeking an Office Administrator. The ideal candidate will be responsible for the processing of Tax Lien Salem In-re Foreclosure actions and providing the post-Lien sale customer service. Reporting to the Director of Lien Enforcement Land Records/City Register, the selected candidate’s duties and responsibilities will include but are not limited to the following:

• Supervise staff, maintain, and update employee files, including evaluations disciplinary actions and time and leave.
• Manage daily team operations and provide customer service via phone, mail, and email in response to Tax Lien inquiries.
• Review and send the request for address updates to Land Records.
• Prepare various weekly activities report.
• Maintain the filing of reports received from the Tax Lien Sale Servicers and the FIT divisions.
• Conduct Level 5 review and approval of Tax Lien vouchers created in Financial Management System (FMS) for lien cancellation cures and post lien sale payments.
• Oversee the discharge of Tax Liens processes. Work with Wilmington Trust, the Bank of New York Mellon, and ACRIS to request and record discharges for liens cured or redeemed.
• Conduct research to ensure the integrity of the Tax Lien sale date in the Property Tax System (PTS) by reviewing the status of liens sold in Fairtax, Automated City Register Information System ARIS and the Lien Cure System (LCS).
• Handle special assignments during the Tax Lien sale process.
• Ordering office supplies for the unit
• Perform other duties as assigned 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.

This position may be eligible for remote work up to 2 days per week, pursuant to the Remote Work Pilot Program agreed between the City and the Collective Bargaining Unit representing employees serving in the civil service title.

Minimum Qualifications

• 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
• 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
• 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
• 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

• Strong written, verbal, interpersonal and teamwork skills.
• Detail oriented and ability to multi-task.
• Proficiency in Microsoft Office, Excel, Word, and other office management technologies.
• Knowledge of Financial Management System (FMS) and Customer Relationship Management.

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.