Receptionist/facilities Assistant

Job Description

ABOUT THE CAMPAIGN FINANCE BOARD

The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation.

We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters' doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government.

We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust.

ABOUT THE DEPARTMENT

The Operations and Finance division is responsible for the financial, procurement & administrative services that support agency-wide operations. The Operation and Finance division consists of the following units: (1) Support & Logistics, (2) Financial Services, and (3) Procurement and Contract Management.

Support & Logistics provides CFB staff with general administrative support functions and guidance regarding administrative processes such as staff reimbursement, petty cash, business cards, etc. Responsible for the agency's space management, assisting with CFB events, physical infrastructure, building maintenance and emergency services.

JOB DESCRIPTION

The Receptionist/Facilities Assistant reporting to the Director, Support & Logistics, will be responsible for providing coverage to the CFB reception area/s, assisting with CFB events and other facilities & administrative tasks. Responsibilities include, but are not limited to:

- Primary Receptionist for the Campaign Finance Board

- Answer phones & direct inquiries from the public to the appropriate department

- Maintain daily sign-in sheets for all visitors and CFB staff that do not have an ID

- Enter visitors request into lobby security and/or building Sharry's computer system

- Provides daily updates to the CFB Receptionist Microsoft Team Channel

- Assist with shredding sensitive documents deemed no longer useful or necessary to retain

- Accept, track, sort, scan & distribute incoming mail (particularly invoices and enforcement checks) & packages

- Attend all training related to DCAS/EEO/DEI and other courses

- Serve as Fire Warden/Deputy Fire Warden/Searcher during drills or emergency actions

- Assist with setting up re-organizing furniture, setting up rooms, decorating or other assign tasks for CFB events such as EEO/DEI promoted events.

- Assist on other projects as needed

ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES & OTHER BEHAVIORS (KSAOs)

We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team.

Knowledge

- Knowledge refers to the body of factual or procedural information that can be applied like knowledge and understanding of federal, state, and city campaign finance laws and compliance.

- Basic understanding of building and facilities maintenance (e.g., cleaning, minor repairs, and equipment checks).

- Familiarity with safety regulations and compliance (e.g., fire safety, OSHA standards).

- Knowledge of office software (e.g., Microsoft Office, work order systems).

- Awareness of workplace security procedures and emergency protocols.

Skills

Skills are the capabilities required to perform tasks accurately and efficiently like effective communication skills to interact with internal partners, external partners, and the public.

- Organizational skills - managing multiple tasks, tracking supplies, and coordinating maintenance schedules.

- Communication skills - interacting with contractors, team members, and vendors.

- Problem-solving - identifying and resolving facilities issues quickly.

- Basic technical skills - using tools and handling small maintenance tasks.

- Time management - prioritizing urgent tasks and meeting deadlines.

Abilities

Ability is the capacity one needs to perform a job, like the ability to work both independently and collaboratively as part of a team on agency projects.

- Physical ability - lifting moderate weights (e.g., moving office furniture, boxes or supplies).

- Attention to detail - ensuring safety and cleanliness standards are consistently met.

- Customer service - assisting staff and visitors courteously and effectively.

- Adaptability - handling unexpected tasks or urgent issues.

Other

- Other characteristics are traits that do not fit into the other categories, including values, work style, and personality like accountability and being able to adapt to change and easily consider new approaches.

- Team player - collaborating with maintenance staff, vendors, and office personnel.

- Dependability - being reliable and showing up on time.

- Initiative - proactively identifying and addressing issues before they escalate.

- Willingness to learn - staying updated on building systems or safety updates.

PREFERRED QUALIFICATIONS

These are qualifications that would be helpful but are not essential. Candidates with these will be given preference in the selection process.

- 1-2 years of experience in a facilities-related role (janitorial, maintenance, security, or general administrative support).

- Previous experience with work order or facilities management software or other computer related platforms.

- Familiarity with basic building systems (lighting, HVAC, plumbing).

- Strong customer service orientation, especially in settings where tenants or employees require support.

- Ability to multitask and work independently with minimal supervision.
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MINIMUM QUALIFICATIONS

A bachelor's degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or

A four-year high school diploma or its educational equivalent and five years of experience as described in "1" above; or

Education and/or experience equivalent to "1" above.
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TO APPLY

All applicants must apply through NYC Government Jobs | Explore Careers | City of New York

- Please search and apply to the job ID number listed above.

- Resume and cover letter are required for consideration.

- Note that only applicants under consideration will be contacted.

For more information on careers with the NYC Campaign Finance Board visit our website at https://www.nyccfb.info/ to access the full listing of job opportunities and to learn more about our agency.
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ADDITIONAL INFORMATION

The City of New York provides generous medical benefits (including dental and vision through respective unions or funds), retirement, tuition reimbursement, and additional ancillary benefits. CFB offers a flexible and hybrid work schedule, opportunities for career development, learning & development (leadership training and coaching), wellness programs, and much more!

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at StudentAid.gov/PSLF.

The CFB is an equal opportunity employer firmly committed to diversity. All individuals are encouraged to apply. If you anticipate needing any type of reasonable accommodation to apply for an employment opportunity, please contact access@nyccfb.info or (212) 409-1800.

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.

ANALYST CFB AL 1 ONLY - 06601

Minimum Qualifications

1. A baccalaureate degree from an accredited college including or supplemented by at least 12 credits in one or more areas relevant to the duties described above, and one year of satisfactory full-time experience relevant to the duties described above; or
2. A four-year high school diploma or its educational equivalent and five years of experience as described in "1" above; or
3. Education and/or experience equivalent to "1" above.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education's website at https://studentaid.gov/pslf/.

Residency Requirement

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 also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

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.