Administrative Operations Coordinator

Important note: Candidates must have a permanent Principal Administrative Associate civil service title or be permanent in a comparable civil service title eligible for a 6.1.9 title change. Please include your Employee Identification Number (EIN) when applying and indicate your permanent civil service title in your cover letter.

About the role

The NYC Department of Finance (DOF) administers the city’s tax revenue laws fairly, efficiently, and transparently to instill public confidence and encourage compliance while providing exceptional customer service. DOF’s Tax Audit and Enforcement Division is charged with auditing all business and excise taxes administered by New York City, including corporate, personal, sales, and use taxes. The Office of Tax Audit conducts audits of general corporation tax, business corporation tax, commercial rent tax, unincorporated business tax, hotel tax, utility tax, real property transfer tax, and bank tax, as well as NYC personal income tax and sales and use tax audits. The division includes a Field Unit (field audits) and a Non‑field Unit (correspondence audits).

Responsibilities

• Coordinate, compile and process the typing and mailing of statutory & non‑statutory notices for all closed audits conducted by the Department’s Audit and Enforcement Division.
• Prepare complete mailing packages along with their related notices and attachments.
• Reconcile the mailed documents to the daily mail log and trace them to their related postal receipts.
• Document and troubleshoot discrepancies and communicate in a clear, concise manner with mailroom staff to resolve issues.
• Maintain complete, detailed records of all mailed notices and their related certified receipts for quick reference.
• Compile the respective Statement of Audit Adjustment (A21.5) and submit it neatly and timely to the New York State representative monthly.
• Train all new Clerical Support staff members in the numerous tasks conducted by the Unit.
• Coordinate with the various Unit’s clerical support staff to document, file and return all incoming and outgoing completed cases.
• Maintain detailed records.
• Monitor and maintain equipment and supply needs and request accordingly, ensuring supplies are always on hand.
• Report and troubleshoot computer, printer, and scanner‑related problems.
• Retrieve all relevant legal documents, case folders, and receipts based on the request of the Conciliation Bureau.
• Perform general office administrative functions and special projects requested by the Director.
• Independently develop and create reports for the Director; such work may include staff‑related reports.

Requirements

A baccalaureate degree from an accredited college and two years of satisfactory full‑time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or an associate degree or 60 semester credits from an accredited college and three years of satisfactory full‑time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described above; or a four‑year high school diploma or its educational equivalent approved by a state’s department of education or a recognized accrediting organization and four years of satisfactory full‑time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described above; or education and/or experience equivalent to the above options. However, all candidates must possess the one year of administrative or supervisory experience as described in the first option. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience) at a rate of 30 semester credits from an accredited college for 6 months of experience, up to a maximum of 3 years. Additionally, 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 be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland