EXECUTIVE ASSISTANT

City of New York•New York, NY

5d•$68,209 - $78,440

About The Position

The Human Resources Administration is recruiting a Principal Administrative Associate III to serve as an Executive Assistant in the Office of the Deputy Commissioner of Supportive Housing and Specialized Services. Under the Deputy Commissioner’s direction, the Executive Assistant performs challenging and responsible administrative work and professional functions, exercising independent initiative, judgment, and decision-making. The office works across DSS/HRA/DHS and with governmental and non-governmental providers to develop and refine services that help people experiencing or at risk of homelessness secure stable, affordable housing. The role supports the Deputy Commissioner and Assistant Deputy Commissioners by managing calendars, meetings, communications, correspondence, records, travel, training requests, supplies, and office coordination. Applicants must be permanent in the Principal Administrative Associate civil service title for a change of title. The schedule is Monday through Friday, 9:00 a.m. to 5:00 p.m.

Requirements

Applicants must be permanent in the Principal Administrative Associate civil service title for a change of title.
Meet one of the listed qualification pathways: a bachelor’s degree and two years of progressively responsible full-time clerical/administrative experience, including one year in an administrative capacity or supervising staff performing work of more than moderate difficulty; an associate degree or 60 semester credits and three years of such experience, including one year of the specified administrative or supervisory experience; a high school diploma or equivalent and four years of such experience, including one year of the specified administrative or supervisory experience; or equivalent education and/or experience.
All candidates must possess one year of administrative or supervisory experience as described in the qualifications.
Education above high school may substitute for general clerical/administrative experience at a rate of 30 semester credits for six months of experience, up to a maximum of three years; it cannot substitute for the required year of administrative or supervisory experience.

Responsibilities

Coordinate and maintain the Deputy Commissioner’s calendar by scheduling, recording, and confirming appointments.
Schedule and organize meetings for the Deputy Commissioner and Assistant Deputy Commissioners, including coordinating attendees and presenters, reserving space, arranging building access, and preparing materials.
Screen and monitor incoming communications, assess their priority and critical nature, route them appropriately, and provide information or answers when appropriate.
Review and screen incoming mail, maintain administrative controls and a correspondence control system, identify urgent matters, route items to program areas when appropriate, and track overdue correspondence and follow-up.
Prepare confidential correspondence, letters, and memoranda, and draft letters and reports for the Deputy Commissioner and key Supportive Housing administrative staff.
Maintain filing systems and databases containing confidential program operations information.
Coordinate conference travel requests, ensure arrangements comply with agency guidelines, obtain timely signoffs, and forward required documentation to appropriate areas.
Coordinate and process internal and external training requests for OSAHS by verifying information and routing requests appropriately.
Oversee and monitor ordering and distribution of department supplies, including preparing space for new hires.
Liaise with HRA departments, including ITS, Administration, HCM, and Payroll, to support efficient office operations.