Office Manager

City of New York • Bronx, NY

16d

About The Position

The Department of Social Services (DSS), which includes the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS), is recruiting a Principal Administrative Associate II to serve as an Office Manager in the HIV/AIDS Services Administration (HASA). The role supports the effective operation of HASA centers by managing the Office Manager’s office and carrying out a broad range of administrative responsibilities, from supply requisitions to payroll disbursement. Applicants must be permanent in the Principal Administrative Associate civil service title.

Under the direction of the Administrative Director of Social Services, and with considerable latitude for independent action and decision-making, the Office Manager performs difficult and responsible supervisory and administrative work. The position supervises office staff and coordinates with central offices, utility companies, accounts payable, payroll, and information systems teams.

The stated schedule is 9:00 a.m. to 5:00 p.m. The posting describes HASA’s services for New Yorkers living with HIV or AIDS, including case management, housing and rental assistance, public benefits, vocational services, home care referrals, and other supports.

Requirements

• Applicants must be permanent in the Principal Administrative Associate civil service title.
• Qualify through one of the stated education and experience pathways: a bachelor's degree and two years of satisfactory, full-time, progressively responsible clerical/administrative experience, including one year in an administrative capacity or supervising staff performing clerical/administrative 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 have one year of administrative or supervisory experience as specified in the qualifications.
• Education above the high school level may substitute for general clerical/administrative experience, but not for the required year of administrative or supervisory experience, at 30 semester credits for six months of experience, up to a maximum of three years.

Responsibilities

• Supervise the Office Manager’s office and staff, including Clerical Associate II, office temporaries, and WEPS working as messengers, stock room liaisons, and clerical support staff.
• Ensure staff responsibilities are performed proficiently and that requisitions for supplies, forms, and furniture are accurately reconciled and submitted according to stock room specifications.
• Coordinate with the Office of Staff Resources and Central Office on personnel matters, including disciplinary issues, charges, savings bonds, and employee benefits for staff at the HASA center.
• Liaise with utility companies to prevent utility shutoffs and meter removals, and initiate abeyance accounts for unpaid utility balances not paid by HRA.
• Reconcile budgetary reports through recapitulation for sub-imprest funds, consumer receipts, and W717s with the Division of Accounts Payable and Recording.
• Prepare payroll sheets for check or direct-deposit disbursement and review staff records regularly to update information when changes occur.
• Coordinate with Central Office and the Office of Payroll Administration to locate misrouted checks and submit documentation for salary advancement when criteria are met.
• Serve as the Management Information Systems site liaison for WMS, AIRS, and FACTORs; request staff passwords, train staff on system screens, and perform location system checks as advised by MIS to correct malfunctions.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level