Administrative Liaison

Key Responsibilities

• Personal Expense Liaison: Reviewing employees' monthly personal expense reimbursement requests for accuracy, submitting complete packages for approval, maintaining logs, updating employee files, and following up to ensure timely reimbursements.
• Payroll and Time Management Liaison: Picking up and distributing paychecks, pay-stubs, reimbursement checks when needed, and health insurance forms to in-office and field staff.
• Back-up Liaison (Purchasing, Technology and Innovation, and Fleet): Coordinating payment for the initial and renewal of the ENVISION training, maintaining a log to track the use of the funds through a Purchase Order, ensuring payments are processed, and following up with employees through the completion of the training; coordinating new and internal hire onboarding, including creating Track-It tickets for workstation assignments, working with T&I technicians for PC and phone setup, reviewing and submitting driver's vehicle requests, commuting renewals, and parking permit requests, reviewing and submitting requests for business cards, wireless devices, laptops/Surface Pros, and PPE, following up with Operations Facilities on workstation maintenance and employee relocations, and maintaining the Division's Management Services e-Files.
• Other Responsibilities: Processing external DDC consultants, completing or reviewing requests for new PIMS users and/or existing PIMS users requiring date extension; serving as MetroCard liaison for the Construction Management Unit, maintaining copiers and printers at 30-30 Thomson Ave. (ordering supplies, coordinating maintenance), assisting with the distribution of goods and materials, and providing back-up support to the Deputy Commissioner's Executive Assistant when required.

Minimum Qualifications

• 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;
• 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;
• 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.

Preferred Skills

• Excellent organizational, verbal, and written communication skills
• Excellent customer service and interpersonal skills
• Proficiency in Microsoft Office
• Experience working in a fast-paced environment with the ability to multitask and work with staff at all levels in the agency.