Assistant Administrator- DPW- Administration- (Provisional

Overview

This is an important administrative position where the incumbent assists the head of a department in handling the details of a complex office. This can be difficult supervisory work involving the administrative personnel activities of the Department of Public Works, Parks, and Streets. The incumbent is responsible for personnel activities, public relations, training programs, fiscal records, fiscal transactions, and correspondence pertaining to hiring and recruitment for the department.

The incumbent exercises independent judgment in planning and coordinating activities of the department. The incumbent receives immediate supervision from the department head and exercises supervisory responsibility over personnel assigned.

Under the direction of the Commissioner or a designee, has responsible charge of administrative personnel activities in the Department of Public Works, Parks, and Streets;

• Assists in supervising all appointments and promotions
• Issues all personnel requisitions for filling vacant positions
• Confers with Civil Service regarding personnel transactions and problems
• Processes all nominations, position reallocations, and certificates of appointment
• Prepares and submits file maintenance forms
• Reviews job specifications and proposes revisions
• Assists with coordinating, supervising, and aides in personnel records maintenance and management
• Assists with preparing annual budget request for department staffing
• Meets with Commissioner and Division heads to determine annual staffing needs
• Works closely with the Department of Administration and Finance on budgetary matters including salary ordinance changes
• Assists with maintaining budget control and salary ordinance
• Assists in preparing salary ordinance amendments
• Prepares reports on staffing and vacancies
• On occasion, offers advice to the Commissioner and Division heads on staffing and hiring status
• Assists with coordinating recruitment and efforts for the Department
• Creates and distributes job postings
• Corresponds with outside agencies to inform residents and hiring agencies of vacancies
• Assists with coordinating occupational training for new and promoting employees
• Works with Division heads to determine needs for specialized positions
• Assists in establishing mentorship and apprenticeship programs
• Assists in developing pathways for seasonal employees to train and promote within Divisions
• Assists in coordinating annual supervisor training for new and continuing supervisor and managerial employees
• Assists in the administration and record keeping of the NYSDOT TPR CDL Training Program
• Performs related duties as required

Continuous and permanent status in the Department of Public Works, Parks, & Streets as an Administrative Assistant or Associate Account Clerk for three years.

• Thorough knowledge of the principles and practice of office and personnel management
• Thorough knowledge of the principles and practices of account keeping and budget controls
• Administrative supervision
• Ability to plan, assign, coordinate and review the work of subordinates
• Ability to develop and maintain good working relationships with others
• Ability to prepare correspondence and reports
• Ability to communicate clearly both orally and in writing
• Ability to be trained in the operation of data processing equipment, personal computers and in the use of application programs
• Ability to deal with customers calmly and courteously in adverse situations
• Physical condition commensurate with the demands of the position

ADOPTED: 4/14/93; REVISED: 7/19/07; 8/01/23; REVIEWED: 11/1/10; 7/07/23

Department of Human Resources, Civil Service Administration, Room 1001 City Hall, Buffalo, NY 14202