Job Information
City of New York Investigations Division: Administrative Director in New York, New York
Job Description
The Bronx County District Attorney’s Office seeks a well-qualified staff whose diverse backgrounds contribute to serve the 1.4 million members of the Bronx County community and to pursue a safer Bronx through fair justice. The Bronx County District Attorney’s Office seeks an Administrative Director for the Investigations Division. The Director, under the supervision of the Division Chief and Deputy Division Chief, is responsible for the management and oversight of the professional staff members within the Investigations Division. The Director also serves as a liaison between legal staff and members of the professional staff.
JOB RESPONSIBILITIES:
Meet monthly with the Division Chief and Deputy Division Chief to discuss any potential concerns involving professional staff members, and the workflow in each bureau to improve and optimize efficiency within the Division.
Meet weekly with legal managers to discuss the particular needs of each bureau and how the professional staff will assist in meeting those needs.
Meet at least once a week with the legal manager/bureau liaison to discuss the assignment of projects or tasks to the professional staff members.
Respond to administrative requests within the Division and Office-wide.
Create, maintain and update “real-time” spreadsheets to track and monitor the status of assignments, workload, work progress, and deadlines of each professional staff member.
Ensure professional staff members are updating and logging their daily work assignments in the “real-time” spreadsheets and daily log sheets with sufficient detail.
Oversee the timely completion of assignments, projects, and tasks by members of the professional staff.
Meet regularly with professional staff members.
Address work-related concerns and issues raised by management and members of the professional staff.
Work closely with Human Resources (HR) regarding progressive discipline of members of the professional staff, and follow-up on any HR matters.
Create, maintain and distribute tasks and standards for professional staff members.
Review and monitor members of the professional staff on Performance Improvement Plans (PIPs).
Identify professional staff members in need of additional training.
Create, track and maintain internal transfer memos of members of the professional staff.
Track, distribute, and monitor time and attendance issues, and memos including, but not limited to: lateness, doctor restrictions and City Time.
Review and approve times sheets of the professional staff members.
In consultation with the legal managers, review and approve requests for overtime and requests for shift adjustments/changes.
Notify legal managers on a daily basis of any staff members who will arrive late, leave early or will be out of the office due to sick or annual leave, etc.
Generate and maintain organizational chart for members of the professional staff including work and vacation schedules.
Create, track and maintain lists of new staffing requests and separated employees.
Update “authorized to hire” log.
Monitor, distribute and review annual and quarterly performance evaluations for professional staff.
Participate on interview panels at BXDA.
Oversee the File Clerk as well as organization, maintenance and removal of closed files and warrant files.
In consultation with the legal managers, oversee all civilian complaints (CCUs) and ensure that the complaints are logged in and addressed in a timely fashion.
Maintain sufficient supplies for legal and professional staff in the Division; and
All other duties as assigned.
QUALIFICATIONS:
A baccalaureate degree preferred and three (3) years of relevant administrative experience or an Associate Degree and five (5) years relevant administrative experience preferred.
Prior administrative support experience required.
Strong familiarity with New York City agencies, community stakeholders, and governmental functions.
Strong collaborative and planning skills.
Ability to work in a fast-paced environment.
Excellent customer service skills and the ability to organize information in a concise manner.
Well versed in Windows desktop environments including Windows 7 and Windows 10.
Must be able to maintain a high degree of confidentiality.
Excellent time management skills Strong desire and ability to multi-task in a fast-paced environment.
Ability to work independently and effectively under deadlines.
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.
Additional Information
MUST BE THE ADMINISTRATIVE MANAGER TO APPLY (EITHER PERMANENT OR REACHABLE ON THE CIVIL SERVICE LIST). Those serving in comparable civil service titles will also be considered.
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.