Executive Assistant

City of New York • New York, NY

18d • $68,209 - $104,239 • Onsite

About The Position

The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community.

The Division of Child Protection (DCP) is charged with investigating all allegations of child abuse and maltreatment that the city receives from the New York Statewide Central Register of Child Abuse and Maltreatment. The Division of Child Protection encompasses Child Protective and Placement Services. Child Protective Services include the Child Protective Borough Offices, Family Preservation and Family Services Unit, Emergency Children’s Services (ECS), and the Office of Special Investigations (OSI).

The DCP Executive and Central Office teams support the Deputy Commissioner and the Borough and Program offices. The team is comprised of a small number of leaders and experts. Roles and responsibilities include strategic planning; supporting case practice and administrative functions throughout DCP; developing, issuing, and training new policies and procedures; technology planning; coordinating responses on fatalities and critical cases; personnel and budget planning and tracking; emergency preparedness planning; special projects; and liaising and collaborating with internal and external stakeholders.

Under the administrative direction of the five (5) Associate Commissioners for the Division of Child Protection, the Principal Administrative Associate III will be responsible for, but not limited to, the following functions:

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; or
• 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.

Nice To Haves

• Excellent communications skills
• Knowledgeable in Microsoft office, proficient in excel, word and outlook
• Ability to deal tactfully and effectively with diverse constituencies
• Familiarity working with NYC’s diverse communities
• Knowledge of the NY State Connections comprehensive case management system, or other automated child welfare system
• Bilingual ability to communicate clearly in Spanish or other languages is considered a plus for this position

Responsibilities

• Respond to telephone calls by taking messages, transferring calls, providing Information, screening calls, to facilitate telephone communication with the Associate Commissioners
• Maintain the Associate Commissioners outlook calendar to determine availability, schedule meetings and notify of upcoming appointments
• Responsible for the collection and distribution of materials and other documents to Assistant/ Borough Commissioners and leadership within the boroughs
• Responsible for the Associate Commissioners incoming, outgoing and Interoffice mail, in order to facilitate communication within and outside of the program
• Prepare materials for meetings by collecting preparing the agenda, printing out and assembling materials
• Responsible for preparing correspondences, promotional transmittals, charts, reports, and appropriate forms for the Associate Commissioners
• Responsible for scheduling meetings, interviews, and appointments
• Prepare minutes of meetings held by the Associate Commissioners
• Maintain official directory by receiving change notices and updating database to ensure directory reflects current status
• Maintain the Associate Commissioners extensive files
• Ordering preparing and receiving supplies

Benefits

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

What This Job Offers

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