Supervisor of Records & Verifications - City of New York : Job Details

The New York City of Transportation (DOT) Human Resources and Facilities Management Division is seeking a Supervisor for the Records and Verifications Unit. The Supervisor will report to the Director of the Special Services Unit and will be responsible for managing all functions of the Records and Verifications Unit, duties including but not limited to serving as the Personnel Unit Archiving Liaison and Business Requirements lead between DOT IT&Telecom. The Supervisor is responsible for responding to DCAS unemployment information and document requests, representing the Agency at Unemployment Insurance hearings, and handling employment verifications.

This includes processing mortgage verification forms, NYCERS WTC Agency Verifications, WTC Victim Compensation Fund Claim forms, Public Service Loan Forgiveness (PSLF) applications, Freedom of Information Law (FOIL) requests, and verification requests from City agencies and unions, as well as other submitted inquiries. Perform complex and high-level supervisory duties, including:

• Overseeing staff responsible for processing, tracking, and researching correspondence from insurance companies, attorneys, mortgage lenders, other agencies, employees, and the public.
• Coordinating the online data entry, updating, and amending employee records and verifications details in the NYCAPS system.
• Ensuring timely and accurate responses to all incoming letters, emails, and phone calls.
• Managing the proper routing of verification requests within DOT and appropriately referring non-DOT requests to the relevant agencies or personnel.
• Drafting correspondence for the Executive Director of Personnel's signature.
• Responding directly to verification requests when appropriate.
• Preparing and maintaining general office records, Vista Reports, and files for the entire agency serving over 5,000 employees using the latest information processing strategies.
• Generating monthly NYCAPS reports to reconcile and monitor employee changes in the PMS system and ensuring all verification requests are completed accurately and on time.
• As the Personnel Unit Archiving Liaison, the supervisor will coordinate with the Department of Transportation (DOT) Litigation Services Unit to ensure compliance with records retention policies. This includes overseeing the preparation and organization of personnel files and documents for archiving in accordance with the agency's records management procedures.
• In their role as the Business Requirements Lead between DOT IT & Telecom and the unit, the supervisor will lead the development and implementation of the Records and Verifications Module within the agency's HR Portal. The supervisor will also support efforts to streamline and automate the verification process.
• Additionally, the supervisor will perform related duties and special projects assigned by the Executive Director of Personnel and/or the Director of the Special Services Unit.

TO BE CONSIDERED FOR THIS POSITION CANDIDATES MUST BE SERVING PERMANENTLY IN THE TITLE OF ADMINISTRATIVE MANAGER, REACHABLE ON THE ADMINISTRATIVE MANAGER CIVIL SERVICE LIST OR ELIGIBLE UNDER THE 55A PROGRAM. ADM MANAGER-NON-MGRL FRM M1/M2 - 1002C

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or 2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in 1 above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or 3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in 1 above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or 4. Education and/or experience equivalent to 1 , 2 or 3 above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in 1 , 2 or 3 above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in 1 , 2 or 3 above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

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.