Executive Assistant

City of New York • New York City, NY

1d

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 child care 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 Youth and Family Justice (DYFJ) provides a wide range of services and programs for youth at every stage of the juvenile justice process. Our goals are to (a) build stronger and safer communities and advance public safety by preventing juveniles from entering the New York City's juvenile justice system, (b) provide therapeutic treatment and services to youth in our custodial care, and (c) help juveniles access the tools they need to leave the justice system for good. We strive to help families and young people by providing supportive services that are responsive to the needs of individual youth and families. DYFJ also oversees a wide network of providers throughout the five boroughs that operate Non- Secure and Limited Secure Placement sites for youth who are adjudicated delinquent and are placed by the New York City Family Court, and a vast network of community-based alternative programs for youth involved in, or at risk for involvement in, the Juvenile Justice system. Under general supervision, with latitude for independent judgment and initiative, the Principal Administrative Associate, Level 3, serves as Executive Assistant to the Deputy Commissioner and provides high-level administrative and clerical support. The position is responsible for coordinating executive schedules, meetings, communications, and administrative processes in support of agency operations.

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.

Responsibilities

• Manage and maintain calendars, schedules, and appointments for the Deputy Commissioner and senior leadership, as needed
• Coordinate and prepare for meetings, conferences, and events, including drafting agendas, assembling materials, recording minutes, and tracking follow-up actions
• Serve as a primary point of contact for internal staff and external stakeholders; receiving, screening, and directing communications and correspondence
• Draft, review, format, and distribute correspondence, memoranda, reports, presentations, and spreadsheets
• Plan and coordinate programmatic activities and events for youth, families, staff, and external partners, including large-scale and employee recognition events
• Maintain administrative records, files, contact databases, and documentation systems in accordance with agency procedures
• Manage incoming telephone calls, mail, scanning, filing, and providing basic technical and administrative support
• Maintain inventory of office supplies and placing 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, in accordance with applicable safety and security requirements

What This Job Offers

• Job Type: Full-time
• Career Level: Principal
• Number of Employees: 5,001-10,000 employees