Executive Assistant

City of New York•New York, NY

22d•$77,071 - $105,000•Onsite

About The Position

The Financial Information Services Agency-Office of Payroll Administration (FISA-OPA) is seeking a motivated and eager candidate who will serve as the Executive Assistant to the First Deputy Executive Director of Administration. With wide latitude for the exercise of independent judgment, the selected candidate will provide assistance and support to the Executive Division.

Requirements

A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
Education and/or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" 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 skills with Microsoft products (Outlook, Word, Excel, PowerPoint, SharePoint, and Visio).
Excellent written and oral communication skills

Responsibilities

Perform difficult and responsible clerical operations with confidentiality and discretion, such as scheduling appointments, responding to telephone inquiries, maintaining the First Deputy Executive Director’s Outlook calendar, typing and preparing documents;
Monitor the agency's nyc.gov correspondence mailbox for inquiries, making sure they are distributed to the appropriate unit/s in the agency. Follow up to ensure the inquiries are being responded to in a timely manner.
Track and manage distribution of agency OMNY cards for agency authorized travel.
Maintain liaison between FISA-OPA and vendors handling vending machine operations for equipment at 5 Manhattan West, 3rd and 4th Floors.
Draft and edit letters, memos or other correspondence by determining and communicating required information while exercising judgment & discretion, following rules of composition and agency formats;
Provide assistance in program planning and development, by researching problems and recommending solutions, to assist management in meeting goals within regulations;
Maintain liaison between two or more agencies/units by obtaining/conveying information & providing feedback, in order to facilitate cooperative activities;
Receive, screen & direct visitors to agency offices by welcoming, questioning and/or announcing visitors, as well as providing visitors with information, where possible to aid in reaching appropriate staff;
Maintain related records and orderly filing system
Perform special projects, as required.