Administrative Assistant

About the Role and Organization

The Department of Citywide Administrative Services (DCAS) is dedicated to supporting the efficient functioning of New York City's government operations. From overseeing iconic municipal buildings to managing procurement worth over $1 billion annually for more than 80 city agencies, DCAS plays a crucial role in ensuring smooth city services. The agency also leads efforts in sustainability, including managing the nation's greenest municipal vehicle fleet and reducing carbon emissions from government activities.

Within DCAS, the Real Estate Services (RES) division manages extensive real estate assets totaling 37 million square feet across the city. RES handles acquisitions, sales, leasing, architectural design, space planning, zoning, valuations, and financial analyses of real estate transactions. The RES Financial Services team performs critical duties such as property valuation, lease administration, auditing, and budget enforcement across five specialized units.

Position Summary

The Financial Services team seeks a meticulous Administrative Assistant to coordinate projects, reports, and communications across three primary teams: Property Valuations, Lease Administration, and Lease Audit.

• Property Valuations conducts complex appraisals and feasibility studies citywide for acquisition and disposition purposes. This role will coordinate appraisal requests involving clients, internal teams, an appraisal management system (IPIS), and outside vendors.
• Lease Administration manages commercial lease registrations and monitors monthly leasing invoices for over 60 leases, increasing to more than 100 agreements in FY 2025. The assistant will support lease registration and payment processes as needed.
• Lease Audit audits landlord payments within a portfolio exceeding 400 commercial leases, coordinating communications among landlords, tenant agencies, and other stakeholders.

Key Administrative Duties

• Collect and analyze transaction-related data from public records and other sources relevant to real estate operations.
• Gather current and historical market information to support Financial Services reports.
• Conduct research to obtain materials through document examination, interviews, and other means.
• Liaise with diverse professionals including architects, appraisers, brokers, property owners, government entities, landlords, and tenants.

Work Arrangement

This position allows for up to two days per week remote work under a pilot program coordinated with the relevant labor union.

Application Instructions

Only individuals currently serving permanently as Principal Administrative Associates or reachable on the civil service list for that title are eligible to apply. Application details and restrictions are managed through official city employment channels; unsolicited phone calls or personal inquiries are not accepted.

Minimum Qualifications

• Bachelor’s degree plus three years of progressively responsible clerical/administrative work, including one year in an administrative or supervisory role; or
• Associate degree with four years of progressive clerical/administrative experience including one year of administrative supervisory experience; or
• High school diploma or equivalent with five years of clerical/administrative work including one year of administrative supervisory experience.
• Equivalent combinations of education and experience are accepted but must include one year of administrative supervisory duties.

Preferred Skills

• Proficiency in Microsoft Word, Excel, PowerPoint, and Adobe Acrobat.
• Strategic thinking and ability to analyze issues and alternative solutions.
• Understanding of commercial leasing and New York City commercial real estate market dynamics.
• Experience managing complex projects involving multiple parties.
• Competency in budgeting and timeline preparation for real estate projects.
• Familiarity with New York City procedures, rules, and regulations.
• Ability to work independently and collaboratively as part of a team.
• Strong prioritization, communication, and interpersonal skills.
• Experience with portfolio management software such as ARCHIBUS.
• Excellent writing and time management capabilities.

Additional Information

The City of New York promotes diversity and equal opportunity, ensuring a discrimination-free workplace. The role is also available to qualified candidates with disabilities under the 55-a Program. Candidates who are appointed must typically establish residency in New York City within 90 days, with some exceptions based on current employment duration and location.

Federal and state student loan forgiveness programs may be applicable to this position.