Administrative Assistant

City of New York•New York City, NY

15h

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement, and programs for youth in the community. The Family Services Division (FSD) and its network of contracted providers deliver one of the largest and most diverse continuum of community-based child welfare prevention services in the nation and across New York City to improve safety, wellbeing, and permanency for thousands of families and children each year. FSD focuses on systems improvement, innovation, and strategy initiatives that require collaboration with major stakeholders to address urgent or emerging provider and family needs, city or state mandates, and high priority strategic goals of ACS leadership. The Office of Family Engagement (OFE) team in FSD provides services designed to strengthen and stabilize families, prevent the need for out-of-home care, expedite permanency and prevent the replacement of child in foster care. In addition, the team provides policy guidance to Children’s Services staff and preventive provider agencies working with children and youth with a variety of education, medical, mental health, and developmental challenges. OFE is looking for an exceptional Administrative Assistant. The Administrative Assistant plays a vital role in ensuring the health, safety, and well-being of families in need while being supported by prevention providers. This position supports the Family Services Division by strategically providing essential support to leadership and the overall teams within this office operations, overseeing the review and distribution of requests, coordinating support, and ensuring seamless service delivery to children and families. This role is crucial in maintaining efficiency, responsiveness, and alignment with ACS’s mission to promote child and family well-being.

Requirements

Must be a permanent (not provisional) employee in the Civil Service title of Clerical Associate.
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization.
One year of satisfactory clerical experience.
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Responsibilities

Provide administrative support to the Associate Commissioner of the Office of Family Engagement, including preparing agendas, taking notes/minutes, and highlighting next steps.
Support the teams within OFE with administrative tasks as needed.
Maintain office supplies and order as allowed/needed.
Assist with document organization in unit area’s OneDrive and shared drives.
Support with tracking ongoing meeting schedules (e.g., child stat, situation table).
Support with scheduling staff interviews.
Manage complex calendars, schedule meetings with internal and external partners, and teams within the Division.
Handle correspondences (email, inter-office mail, voice mail and phone) with efficiency and professionalism.
Support with the coordination of the Associate Commissioner's Office of Family Engagement, including processing requests and ticket-related inquiries, and managing overall office operations.
Maintain and update unit distribution lists/contact information.
Provide administrative support for community events, including securing items and organizing transportation as needed for special events and/or meetings.