Administrative Supervisor

The New York City Housing Authority (NYCHA) is the nation’s largest public housing authority, with an operating budget of $3.3 billion and over 11,000 employees who manage and maintain 325 developments that house about 400,000 residents. NYCHA also operates the country’s largest Section 8 program, which provides rental assistance to about 200,000 additional people.

Reporting directly to the Deputy Director, Analysis and Engagement, the EH&S Administrative Supervisor (AS), will be a core member of the Analysis and Engagement Unit, which is responsible for capturing, analyzing and communicating relevant EH&S data to NYCHA’s internal and external stakeholders; provides the department with operational support and manages the processing and completion of complaints referred to EH&SD from NYCHA employees, residents/tenants, vendors, and other external stakeholders.

Under general supervision, with latitude for independent initiative and judgment, the AS will be a key member of the EH&SD. The AS will be instrumental in managing the Department Administrative functions. The AS must have the ability to multi-task, manage unit personnel, make decisions that impact Unit processes, and ensure that the EHS administrative needs are addressed as they impact the ability for the Department to conduct their mission.

Responsibilities include, but not limited to:
- Managing the day-day operational functions such as: Onboarding; Timekeeping; Supply Management; Fleet Management; Budget tracking; and prioritizing and managing operational support requests from staff.
- The AS is instrumental in leading the Administration Unit with establishing additional controls to manage and monitor: Vehicle usage and expenditure (EZ pass; Zip Car; Metro Cards); Overtime pre-approval; Expenditures; and any other processes that require monitoring.
- Develop and implement unit process improvements; continuously assess the operational needs of the EHSD and make recommendations for improvements; and escalate any issues that require Senior Leadership response.
- Directly managing Support Staff, and provide guidance on all operational administrative functions, and make decisions on required corrective actions
- Onboarding - Oversee that onboarding processing is completed timely and accurately. Including ensuring accuracy of – job order processing; IT requests for LanID; IT equipment; VPN/VDI Access; Siebel; Maximo; an any other software requirement. Ensure all new employee required forms are completed i.e. driver registration; emergency contact; uniforms; PPE distributed; etc.
- Timekeeping – oversee and ensure adherence of timekeeping policy and procedures; including reviewing the timekeeper processing of 35+ employee timecards; ensure that required reports are generated by Administrative Assistant and submitted for appropriate action i.e. Overtime reports; Leave of absence; punch in/out reports; lateness reports; and that all personnel files are updated and secured. Escalate any timekeeping issues of noncompliance to Deputy Director/ ESHO.
- Supply Management – Manage the supply inventory, including managing ordering of all equipment; tools; PPE; office supplies; Department Uniforms.
- Manage Department Fleet – Serve as Dept Fleet Liaison, ensure adherence to NYCHA/EHS rules of vehicle usage by monitoring process and reviewing all trackers/workflows; oversee that vehicle repairs are addressed; EZ pass usage; monitor Zip Car usage and assist Department with any Driver issues. Secure/manage metro cards usage; vehicles are inspected once a month and all reports are accurate and updated.
- Budget Management – Oversee vendor payments; ensure accuracy of vendor invoices; request budget transfers to meet department needs; track any outstanding invoices; assist staff with reimbursements; ensure all purchase orders are process timely; run financial reports for Senior Management.
- Lead Special Projects

Desired Skills
1. Excellent organizational skills with high attention to detail.
2. Strong communication skills, written and verbal.
3. Excellent customer service skills
4. Excellent conflict resolution skills
5. Firm working knowledge of Microsoft Word, Excel, PowerPoint, and Outlook
6. Knowledge of Oracle and Timekeeping functions
7. Ability to manage processes and analyze information

COMMUNITY COORDINATOR - 56058

1. 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
2. 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
3. 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.

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.