Executive Assistant

City of New York•New York City, NY

4d•$66,062 - $75,971

About The Position

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $66,062.00-$75,971.00. THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE. 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. The Office of the Chief Operating Officer supports key inter- and intra-divisional priorities within DYFJ including Youth Development Specialist (YDS) recruitment and retention, organizational capacity building and business process mapping and improvement. Additionally, the Office oversees DYFJ's human resources, budget planning and management, contract management and information technology management activities. The Executive Assistant serves a critical role by assisting the Deputy Commissioner, Executive Office with scheduling, organization, and administrative tasks that support the daily operations of this office. Reporting directly to the Deputy Commissioner, the Executive Assistant will assist with providing direct clerical, administrative support to DYFJ Executive Staff and others, as necessary.

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;
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 the schedules, calendars of the Deputy Commissioner and other members of the DYFJ Senior Leadership Team (as needed).
Organize and prepare for meetings including gathering documents, drafting agendas, coordinate with stakeholders, and supply materials.
Work closely with the Deputy Commissioner to implement cultural, educational, and recreational programming for all Secure Detention youth throughout the year, including monthly activities, workshops, and programs.
Work directly with youth to develop and implement programs and activities that promote teamwork, leadership, problem-solving, and critical thinking.
Build self-confidence in youth and contribute to violence reduction through activities and relationship building.
Support the facilities and contracted providers in implementing special projects, workshops, or other events as needed.
Assess internal and external programs by observation, administering surveys to residents and staff, and other appropriate evaluation methods to provide feedback and recommendations for the improvement of the program.
Act as a liaison with DYFJ’s contracted programs and contract management unit to ensure vendor clearance submission, tracking, management, and certify that vendors are in compliance with contracts.
Develop monthly provider meetings and progress reports, and annual vendor performance evaluations.
Develop and learn new programming modules and assist with training other staff and contracted providers to implement programming.
Draft, review, send emails and memos including taking meeting minutes and follow up on outstanding items and key decisions needed, on behalf of the Executive.
Answer and respond to phone calls, communicate messages and information.
File, fax, scan, and basic technical support.
Create, modify, review, distribute documents and reports.