Personnel Coordinator, Division Management

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE ADMINISTRATIVE MANAGER CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.

Division/Program Summary: The Division of Mental Hygiene (MHy) of the New York City Department of Health and Mental Hygiene is responsible for policy, programs, and provider oversight related to mental health; alcohol and drug use and developmental delays and disabilities. The office of Human Resources, within the Bureau of Division Management provides all non-program support for the Division of Mental Hygiene. Its services include Personnel, Budget, Procurement, Equipment and Facilities Management, Operational support.

Position Summary: The Personnel Coordinator position is critical to provide all non-program support to the various bureaus of the division. This entails the planning of staffing needs; recruitment; processing of all personnel actions; and the coordinating of all division staff administrative needs.

Job Duties and Responsibilities: Reporting directly to the Division’s Director of Human Resources Liaison (DHRL), the Personnel Coordinator will be responsible for the following:

• Track and monitor vacancies for assigned bureaus/programs, including increased bureau staffing needs and recruitment activity.
• Coordinate workforce planning and staffing needs with bureau leadership.
• Prepare and submit all Personnel Action Requests (PARs), including New Hires, Separations, Transfers, Promotions, and Salary Adjustments.
• Provide technical assistance and personnel support to assigned bureaus/programs on personnel-related matters.
• Serve as liaison between the division, HR, hiring managers, and candidates throughout the recruitment and onboarding process.
• Coordinate recruitment activities, including interview scheduling, candidate communications, and onboarding support.
• Participate in interviews, manage rating sheets, and maintain recruitment documentation.
• Track hiring activity, recruitment status, and staffing reports to ensure timely filling of vacancies.
• Maintain bureau/program organizational charts and personnel records.
• Develop and maintain reports, spreadsheets, and other staffing-related tracking tools.
• Ensure compliance with personnel procedures, policies, and deadlines.
• Assist with onboarding, offboarding, and other staff administrative functions.
• Support divisional leadership with staffing analysis, special projects, and operational personnel needs.

Why you should work for us:

• Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.

o additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.

o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives. As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers! Commitment to Equity: 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.

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at sahn1@health.nyc.gov or 347-396-6549.

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

• Knowledge of Personnel Actions Triggering System (PATS) & CityTime.
• Knowledge of NYC Personnel Policies and Procedures.
• Excellent written, verbal, interpersonal, and organizational skills.
• Knowledge of Microsoft Word, Excel, and Visio.

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.