Assistant To The Executive Director

City of New York•New York, NY

3d•Onsite

About The Position

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible. Human Resources Solutions (HRS) support the human resources needs of the Department of Social Services, the Human Resources Administration, and the Department of Homeless Services through strategic partnership and collaboration, with the goal of creating an inclusive, motivated, and client centered workforce. Human Resources Solutions (HRS)/Implementation Unit in the Office of Employee Integrity and Performance (OEIP) is recruiting for One (1) Principal Administrative Associate II to function as an Assistant to the Executive Director, who will: - Supervise personnel performing data processing functions in the areas of data entry into the TEAMS database. - Respond to telephone inquiries for information pertaining to the Office of Disciplinary Affairs (ODA), Absence Management Unit (AMU), Performance Evaluation Appraisal Unit (PEAS), and Implementation Unit and directs calls to the appropriate parties. - Maintain track of the deadlines and tasks of the Executive Directors Projects as well as following up on matters required by the Executive Director. - Maintain the calendar concerning staff’s leave requests. Update the various internal directories and schedules. - Responsible for preparing computer access, cubicles, creates welcome folder and other matters concerning new staff, interns, and temporary employees. - Organize and maintains the OEIP file room, files cases, and office supplies. - Attend meetings with the Executive Director, takes notes, and prepares agendas. - Responsible for maintaining the OEIP mailbox and directing inquiries to the correct part. - Assist the Special Projects Coordinator in maintaining the OEIP SharePoint calendar and documents by entering, correcting, verifying accuracy of information into OEIP SharePoint. - Assist in other tasks and duties, as directed by the OEIP Executive Director. - Provide backup clerical and/or administrative support across the various units of the Office of Employee Integrity and Performance, as needed. Work Location: 4 World Trade Center, New York, NY Hours/Schedule: 9:00 AM to 5:00 PM

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; or
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; or
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.

Responsibilities

Supervise personnel performing data processing functions in the areas of data entry into the TEAMS database.
Respond to telephone inquiries for information pertaining to the Office of Disciplinary Affairs (ODA), Absence Management Unit (AMU), Performance Evaluation Appraisal Unit (PEAS), and Implementation Unit and directs calls to the appropriate parties.
Maintain track of the deadlines and tasks of the Executive Directors Projects as well as following up on matters required by the Executive Director.
Maintain the calendar concerning staff’s leave requests. Update the various internal directories and schedules.
Responsible for preparing computer access, cubicles, creates welcome folder and other matters concerning new staff, interns, and temporary employees.
Organize and maintains the OEIP file room, files cases, and office supplies.
Attend meetings with the Executive Director, takes notes, and prepares agendas.
Responsible for maintaining the OEIP mailbox and directing inquiries to the correct part.
Assist the Special Projects Coordinator in maintaining the OEIP SharePoint calendar and documents by entering, correcting, verifying accuracy of information into OEIP SharePoint.
Assist in other tasks and duties, as directed by the OEIP Executive Director.
Provide backup clerical and/or administrative support across the various units of the Office of Employee Integrity and Performance, as needed.