Real Estate Services Assistant

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high-quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.

The Bureau of Water Supply seeks to hire a Principal Administrative Associate II for a position with the Upstate Real Property Services (URPS) Group, Watershed Lands and Community Planning (WLCP) Division within the Source Water Protection Directorate, located in Kingston, New York.

Under the direction of the Real Estate Services Supervisor, the Real Estate Services Assistant will perform work of varying complexity to support the City’s efforts to acquire and dispose of real property interests outside the five boroughs of the City, and to meet obligations under the Filtration Avoidance Determination (FAD), Water Withdrawal Permit, 1997 Watershed Memorandum of Agreement (MOA) and the City’s document Retention and Disposition Schedules.

The Real Estate Services Assistant will assist the Real Estate Services Supervisor with the following responsibilities:

• Processes contracts from execution to registration with the City Comptroller’s office.
• Assists in archiving documents for URPS and other groups within WLCP, including scanning documents, coordinating storage of documents, and coordinating access to original documents in DEP’s Kingston building and other off‑site locations.
• Assists in processing property tax bills, a mission‑critical task that involves scanning and tracking thousands of tax invoices at least twice annually and working with other divisions to ensure timely payment.
• Assembles baseline documentation for conservation easements conveyed to the New York State Department of Environmental Conservation (NYSDEC) and other real‑property dispositions.
• Assists in gathering information on reported encroachments on City lands and drafting correspondence to encroaching parties.
• Assists in calculating property tax allocations for conservation easements owned by New York City and the Watershed Agricultural Council (WAC) and in preparing annual notifications to various taxing authorities.
• Assists with real‑estate closings.
• Assists in tracking Real Property Inquiries (RPI) and Freedom of Information Law (FOIL) requests.
• Assists with tracking and forecasting expenditures to ensure sufficient funds are available when needed.
• Assists the overall URPS team with preparing reports.
• Assists in tracking and coordinating draft program documents and policies to ensure timely approval.
• Coordinates the preparation of local consultation packages and updates and submissions by City Land Stewardship.
• Assembles maps and prepares legal notifications for public hearings associated with the Mayoral approval process.
• Enters data in the Watershed Lands Information System (WaLIS).
• Assists contract managers with task‑order preparation, invoice review, payment processing and insurance verification.
• Performs various administrative office tasks for URPS such as filing, record keeping, data entry, printing and mailing letters, and answering phone or email inquiries.
• Maintains all URPS personnel training records and provides reports to senior leadership as required.

(This is a brief description of what you might do in this position and does not include all the duties.)

• Working knowledge of Microsoft Office (Word, Excel, Outlook and PowerPoint) and Adobe software.
• Knowledge of City procurement and contracting rules and procedures is preferred.
• Ability to learn WaLIS, Crystal Reports, and/or other necessary applications.
• Experience with budgeting.
• Experience managing deadlines.
• Excellent analytical and critical‑thinking skills.

35 hours per week / Day shift

71 Smith Street
Kingston, NY 12401

• A baccalaureate degree…