COLLEGE AIDE - Personnel Management and Administration

City of New York•New York, NY

2d•Onsite

About The Position

The Mayor’s Office of Management and Budget (OMB) is the City government’s chief financial agency, overseeing the Mayor’s expense and capital budgets. Personnel Management & Administration (PMA) is OMB’s central services department, responsible for programs and services supporting OMB employees. Within PMA, the 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 work. 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 office at 255 Greenwich Street, available during the fall and spring semesters of the 2026–2027 school year. It is limited to a maximum of 17 hours per week while school is in session; the schedule will be arranged based on the selected candidate’s availability and must fall within the regular workday, 8:00 a.m. to 6:00 p.m. The compensation is $17.50 per hour. Applicants must be currently enrolled in or accepted to an accredited college or university. A cover letter is required. Candidates must be City residents within 90 days of appointment and legally eligible to work in the United States.

Requirements

Be currently enrolled in or accepted to an accredited college or university.
Have strong organizational and problem-solving skills.
Have outstanding communication and interpersonal skills.
Be able to maintain confidentiality and handle sensitive information.
Have excellent attention to detail and demonstrate urgency and follow-through.
Be proficient in Microsoft Office, including Excel, Word, Outlook, and PowerPoint, or be able to learn new technology quickly.
Have strong analytical, research, and communication skills.
Be familiar with Microsoft Word and Excel.
Submit a cover letter to be considered.
Be a City resident within 90 days of appointment and legally eligible to work in the United States.

Nice To Haves

Experience with Microsoft Office.
Experience with SharePoint.
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 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 employee-related correspondence.
Provide general administrative support for timely and accurate processing of personnel records and related documentation.
Perform other related duties as assigned.