CENTRALIZED INDEXING UNIT OPERATIONS SUPERVISOR

City of New York•New York, NY

5d•$61,656 - $70,904•Onsite

About The Position

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. Family Independence Administration provides temporary help to individuals and families with social service and economic needs to assist them in reaching self-sufficiency via essential and diverse programs/services, such as: temporary cash assistance, SNAP, childcare, eviction prevention services, adult protective services, job training, employment plans/support, domestic violence assistance, child support enforcement, etc. Under general supervision from the program Director, with some latitude for independent initiative and judgment, the Principal Administrative Associate II is responsible for assessment, implementation, and improvement of CIU, internal FIA and external non-FIA indexing operations. Addresses a broad range and high volume of priorities, questions, and issues as they arise from internal FIA (SNAP, CA) and external non-FIA (Map, OCSS, FFNY, HASA, HCSP, IDNYC, APS, 00) employees to accurately determine a follow-up action when issues arise with scanned documents (e.g., unclear, duplicative, not scanned properly, not found in the right customer folder). The Centralized Indexing Unit specializes in indexing. The program utilizes data entry functions to scan, and/or index uploaded Client documents via self-service scanners, mobile phones docs and SNAP facilitated enrollment from community-based organizations. FIA’s Office of Support Services, Centralized Indexing Unit is recruiting for one (1) Principal Administrative Associate II, to function as Centralized Indexing Unit Operations Supervisor.

Requirements

Applicants must be permanent in the Principal Administrative Associate Civil Service title.
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; or
Education and/or experience equivalent to "1", "2", or "3" above.
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

Serve as a liaison for indexing overtime for those working overtime across over 1,000+ internal (FIA) and external (non-FIA) programs.
Manage relationships with FIA and non-FIA programs.
Provide oversight and monitor internal program operations when the program director is out of the office.
Provide oversight and monitor the daily productivity of all indexers via the Citywide indexing report and the Daily indexing report, which is generated twice a day, in support of the program director.
Order office supplies, monitor the use of scanners, to ensure scanners are operating properly and documentation scanned is legible.
Ensure that equipment receives routine maintenance.
Follow up on unresolved systemic tickets and issues.
Consult with Unit Supervisors on program challenges and provide guidance to the program director on complex issues and administrative personnel matters for efficiency, quality, and productivity.
Review the daily statical reports prepared by the Unit Supervisors, to ensure all areas are performing at the same level.
Audit work produced by the Unit Supervisors and meet with those staff on a routine basis to set priorities, develop goals, monitor case statuses, and identify potential problems.
Coordinate, supervise, train and evaluate staff including Clerical Associate, PAA and Temps, to ensure that uniform procedures are implemented, that deficiencies are corrected, and staff utilization is optimized.
Conduct and participate in staff meeting to keep staff informed of agency goals and provide direction for new and revised policies and procedures.
Rate and evaluate job performance Of Unit Supervisors.
Hold conferences with the supervisors regarding disciplinary, personal problems and training issues.
Train and provide technical assistance for the supervisory staff, keeping them informed of changes in United States postal service and agency mail operations policies and regulations.
Participate in the interviewing process to recruit/hire staff for new projects or for existing projects, which require additional staff.