Office Assistant

City of New York•New York, NY

26d•$68,209 - $78,440

About The Position

NYC Aging seeks a dynamic, motivated, and detail-oriented Office Assistant to work within the Executive/Commissioner’s Office. The selected candidate will provide trusted, confidential support to the Special Assistant to the Commissioner with day-to-day activities and assist in planning, implementing, and coordinating initiatives. The Office Assistant will participate in agency and citywide initiatives and collaborate with executive agency staff and senior leaders. This position reports directly to the Executive Assistant to the Commissioner. Candidates must be current City employees serving permanently in the title of Principal Administrative Associate, or have taken the most recent Principal Administrative Associate civil service exam and be reachable for appointment from the resulting list. The listed salary band is $70,000 to $80,000; compensation is USD 68,209 to USD 78,440. The agency is the New York City Department for the Aging. The City of New York states that it is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment free from discrimination and harassment based on legally protected status or characteristic.

Requirements

Must be a current City employee serving permanently in the title of Principal Administrative Associate, or have taken the most recent Principal Administrative Associate civil service exam and be reachable for appointment from the resulting list.
The Principal Administrative Associate qualification pathways require one year of administrative or supervisory experience involving clerical/administrative work of more than moderate difficulty. Other qualifying experience and education combinations are described in the posting: a bachelor’s degree and three years of progressively responsible clerical/administrative experience; an associate degree or 60 semester credits and four years of such experience; a high school diploma or equivalent and five years of such experience; or equivalent education and experience. Education above high school may substitute for general clerical/administrative experience at 30 semester credits for six months of experience, up to 3½ years, but not for the required administrative or supervisory experience.

Responsibilities

Assist with maintaining the Commissioner’s calendar, scheduling meetings, and coordinating appointments with internal and external stakeholders.
Coordinate meeting logistics, including preparing agendas, compiling briefing materials, and recording meeting notes as necessary.
Assist in coordinating special events and presentations for the executive office.
Track assignments, projects, and follow-up items to ensure timely completion.
Maintain files, records, and documentation in accordance with agency policies and procedures.
Coordinate office supplies with the Office of General Administrative Services (OGAS) team and handle daily logs.
Serve as a point of contact for inquiries directed to the Commissioner’s office, screen calls, route requests to appropriate staff, and monitor the Commissioner’s messages and Outlook mailbox.
Support coordination and communication between the Commissioner’s Office and NYC Aging bureaus.
Handle sensitive and confidential information with discretion and professionalism.
Perform additional administrative duties as assigned to support the Commissioner’s office operations.