COLLEGE AIDE - Personnel Management and Administration

City of New York•New York, NY

3d•Onsite

About The Position

The Mayor’s Office of Management and Budget (OMB) is the City government's chief financial agency, responsible for assembling and overseeing the Mayor’s expense and capital budgets, which fund services and activities across approximately 90 City agencies and entities. Personnel Management & Administration (PMA) is OMB’s central services department, providing programs and services for OMB personnel. Its Human Resources Unit manages OMB’s internal operations. The Undergraduate College Aide will support personnel file management, document scanning and uploading, records retention, and general administrative functions. The aide will also assist the Payroll Unit with preparing and distributing physical paychecks and handling outgoing correspondence. This is an in-person, part-time internship at OMB’s offices at 255 Greenwich Street, available during the fall and spring semesters of the 2026–2027 school year. The schedule will be arranged based on the selected candidate’s availability, with work performed during the regular workday.

Requirements

Must be currently enrolled or accepted into an accredited college or university; employment is conditioned on continuing as a student.
Strong analytical, research, and communication skills.
Familiarity with Microsoft Word and Excel.
Good organizational and problem-solving skills.
Outstanding communication and interpersonal skills.
Ability to maintain confidentiality and handle sensitive information.
Excellent attention to detail, urgency, and follow-through.
Proficiency in Microsoft Office (Excel, Word, Outlook, and PowerPoint), or ability to learn new technology quickly.
Must be a City resident within 90 days of the appointment date.
Must be legally eligible to work in the United States.
A cover letter is required for consideration.

Nice To Haves

Microsoft Office skills.
SharePoint skills.
Experience handling confidential personnel documents.

Responsibilities

Scan, organize, and file personnel records and other administrative documents.
Handle sensitive and confidential personnel documents.
Catalog and sort files and folders.
Upload, categorize, and maintain electronic documents in SharePoint.
Create and organize personnel folders for newly hired employees.
Retrieve and remove separating employees’ personnel files from physical file cabinets and SharePoint.
Shred confidential documents in accordance with established document disposal and records retention procedures.
Assist the Payroll Unit with preparing, organizing, and distributing physical paychecks.
Prepare and process outgoing mail, including UPS shipments and other employee-related correspondence.
Provide general administrative support to ensure timely and accurate processing of personnel records and related documentation.
Perform other related duties as assigned.