Office Assistant

City of New York•New York City, NY

26d

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 and confidential day-to-day support to the Special Assistant to the Commissioner, assist with planning, implementing, and coordinating initiatives, and participate as an integral agency team member in agency and citywide initiatives while collaborating with executive agency staff and senior leaders. The 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 must 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 include a bachelor’s degree and three years of progressively responsible clerical/administrative experience; an associate degree or 60 college credits and four years of such experience; a high school diploma or equivalent and five years of such experience; or equivalent education and experience. Each pathway requires one year of administrative experience or experience supervising staff performing clerical/administrative work of more than moderate difficulty. Education above high school may substitute for general clerical/administrative experience at 30 semester credits per six months of experience, up to 3½ years, but cannot substitute for the required administrative or supervisory experience.

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.
Must meet one of the stated Principal Administrative Associate qualification pathways: 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.
Must have one year of administrative experience or experience supervising staff performing clerical/administrative work of more than moderate difficulty.
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 3½ years; it cannot substitute for the required year of administrative or supervisory experience.
Must handle sensitive and confidential information with discretion and professionalism.

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.
Assist the Special Assistant to the Commissioner with day-to-day activities and help plan, implement, and coordinate initiatives.
Participate in agency and citywide initiatives and collaborate with executive agency staff and senior leaders.