Administrative Specialist

City of New York • New York, NY

6d • $61,656 - $70,904 • Hybrid

About The Position

The New York City Department of Health and Mental Hygiene (DOHMH) is expanding home visiting services to improve maternal and child health and well-being. The New Family Home Visits (NFHV) program aims to match families with appropriate home visiting models and connect them to essential resources, with a focus on addressing racial, ethnic, and socioeconomic inequities. The program also emphasizes mental health and chronic disease management, including screening and referrals. DOHMH is seeking a candidate who can inspire, influence, and enable others to achieve program goals. The Principal Administrative Assistant (PAA) will provide crucial administrative support to the Program Director and Initiatives Manager in establishing systems and processes for the successful implementation of this initiative.

Requirements

• A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty.
• An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in '1' above.
• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in '1' above.
• Education and/or experience equivalent to '1', '2', or '3' above. However, all candidates must possess the one year of administrative or supervisory experience as described in '1' above.
• Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in '1' above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Nice To Haves

• Ability to inspire, influence and enable others to achieve a specific mission and meet program goals.

Responsibilities

• Provide administrative support to the Program Manager, including updating and scheduling appointments on Outlook calendars, answering telephones, processing travel invoices, developing spreadsheets for program statistics and materials, data entry, maintaining records, and distributing information.
• Support program recruitment efforts by scheduling interviews and submitting hiring packets to the Division Administration Unit.
• Coordinate logistics for meetings and events, draft and distribute announcements and agendas, prepare and distribute minutes, collaborate with staff, distribute and manage post-meeting/event surveys, and maintain correspondence lists for communication with program partners/vendors.
• Develop, generate, and respond to reports, letters, and other communications for internal and external use.
• Prepare and track purchase requisitions, order supplies, and ensure timely submission of paperwork to the Administrative Unit.
• Prepare items required for budget justifications.
• Prepare and submit reports and assist with preparing presentations.
• Work closely with Director/Managers to coordinate activities and utilize problem-solving skills to accomplish tasks.
• Participate in program-sponsored events, such as crib distribution, and assist senior management in other assignments.

Benefits

• Premium-free health insurance plan
• Additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• Public sector defined benefit pension plan
• Tax-deferred savings program
• Robust Worksite Wellness Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level