Executive Assistant

City of New York • New York, NY

15d • $68,209 - $78,440

About The Position

The Principal Administrative Associate, Level 3, serves as Executive Assistant to the Deputy Commissioner of the Division of Youth and Family Justice (DYFJ) within the Administration for Children’s Services (ACS). Under general supervision, with latitude for independent judgment and initiative, the role provides high-level administrative and clerical support by coordinating executive schedules, meetings, communications, and administrative processes in support of agency operations. The position may also provide occasional offsite support for meetings and events, including at a secure youth detention facility, subject to applicable safety and security requirements.

DYFJ provides services and programs for youth at each stage of the juvenile justice process. Its work includes preventing youth involvement in the juvenile justice system, providing therapeutic treatment and services to youth in custodial care, and helping young people leave the justice system. DYFJ also oversees placement sites and community-based alternative programs across the five boroughs.

The selected candidate will be offered a salary between $68,209 and $78,440. The position is open only to candidates who hold permanent, not provisional, status in the civil service title of Principal Administrative Associate. Previous applicants do not need to reapply.

Requirements

• Must be permanent, not provisional, in the civil service title of Principal Administrative Associate.
• Must meet one of the stated qualification pathways: a bachelor’s degree and three years of satisfactory, full-time, progressively responsible clerical/administrative experience, including one year in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or an associate degree or 60 semester credits and four years of such experience, including one year of the specified administrative or supervisory experience; or a high school diploma or equivalent and five years of such experience, including one year of the specified administrative or supervisory experience; or equivalent education and experience, with the required one year of administrative or supervisory experience.
• Education above the high-school level may substitute for general clerical/administrative experience at 30 semester credits for six months of experience, up to a maximum of 3½ years; it cannot substitute for the required year of administrative or supervisory experience.
• Candidates for employment with child-caring responsibilities are subject to the inquiry required by Section 424-A of the New York Social Services Law regarding child abuse and maltreatment reports.

Responsibilities

• Manage and maintain calendars, schedules, and appointments for the Deputy Commissioner and senior leadership as needed.
• Coordinate and prepare meetings, conferences, and events, including drafting agendas, assembling materials, recording minutes, and tracking follow-up actions.
• Serve as a primary contact for internal staff and external stakeholders by receiving, screening, and directing communications and correspondence.
• Draft, review, format, and distribute correspondence, memoranda, reports, presentations, and spreadsheets.
• Plan and coordinate program activities and events for youth, families, staff, and external partners, including large-scale events and employee recognition events.
• Maintain administrative records, files, contact databases, and documentation systems in accordance with agency procedures.
• Manage incoming telephone calls and mail, perform scanning and filing, and provide basic technical and administrative support.
• Maintain office-supply inventory and place orders as necessary.
• Provide administrative support for special projects and initiatives, including occasional offsite support for meetings and events, which may include a secure youth detention facility.

What This Job Offers

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