Office Manager

City of New York • New York City, NY

10d

About The Position

The HIV/AIDS Services Administration (HASA) is the most comprehensive program of its kind in the country, helping New Yorkers living with HIV or AIDS live healthier and more independent lives. We assist with an individualized service plan that targets the support and necessary benefits that are specific to a client’s medical situation that will enhance his or her well-being. HASA provides intensive case management, rental assistance, emergency and non-emergency housing, and assistance with applying for public benefits and services including Medicaid, food stamps and cash assistance. HASA also provides vocational services that prepare clients for work. With counselors to help identify barriers to employment, clients can select vocational goals and receive support. Other HASA’s services includes home care and homemaking services, mental health and substance abuse screening and treatment referrals, transportation assistance, referrals to community-based organizations, and SSI or SSD application and appeal. Under the direction of the Administrative Director of Social Services, with considerable latitude for independent action or decision, the Principal Administrative Associate II, Office Manager performs difficult and responsible supervisory and administrative work, which enables the HASA centers to function optimally. The Office Manager’s office is an essential component within the HASA Center, where diverse responsibilities are initiated and ultimately completed, ranging from the requisitioning of supplies to the disbursement of payroll, along with a vast assortment of responsibilities that are essential to the staff that function within the HASA Center. HIV/AIDS Services Administration is recruiting for one (1) Principal Administrative Associate II to function as an Office Manager who will: - Supervise the functions of the Office Manager’s office and staff (Clerical Associate II, office temporaries, and WEPS) working as: messengers, stock room liaisons, and in various clerical support capacities to ensure that all responsibilities handled by these individuals is proficient and that requisitions for supplies, forms, and furniture are accurately reconciled and placed according to stock room specifications. - Liaise with Office of Staff Resources and Central Office regarding all personnel issues, disciplinaries, charges, saving bonds, employee benefits, etc. for the entire staff located within the HASA center. - Liaise with all utility companies to prevent utility shut offs, meter removals, and initiates abeyance accounts for unpaid utility balances not paid by Human Resources Administration. - Reconcile a variety of budgetary reports through recapitulation for sub-impress funds, consumer receipts and W717s directly with the Division of Accounts Payable and Recording. - Prepare payroll sheets for check or direct deposit disbursement and reviews staff records on a continuum to amend staff information to reflect all changes; liaisons with Central Office and Office of Payroll Administration to locate misrouted checks and submits necessary documentation for salary advancement if criteria are met. - Act as Management Information Systems site liaison for WMS, AIRS, and FACTORs systems: requests passwords for staff, trains staff on systems screens and performs location system checks as advised by MIS to correct system malfunctions.

Requirements

• APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE
• 1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or 2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or 3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

Responsibilities

• Supervise the functions of the Office Manager’s office and staff (Clerical Associate II, office temporaries, and WEPS) working as: messengers, stock room liaisons, and in various clerical support capacities to ensure that all responsibilities handled by these individuals is proficient and that requisitions for supplies, forms, and furniture are accurately reconciled and placed according to stock room specifications.
• Liaise with Office of Staff Resources and Central Office regarding all personnel issues, disciplinaries, charges, saving bonds, employee benefits, etc. for the entire staff located within the HASA center.
• Liaise with all utility companies to prevent utility shut offs, meter removals, and initiates abeyance accounts for unpaid utility balances not paid by Human Resources Administration.
• Reconcile a variety of budgetary reports through recapitulation for sub-impress funds, consumer receipts and W717s directly with the Division of Accounts Payable and Recording.
• Prepare payroll sheets for check or direct deposit disbursement and reviews staff records on a continuum to amend staff information to reflect all changes; liaisons with Central Office and Office of Payroll Administration to locate misrouted checks and submits necessary documentation for salary advancement if criteria are met.
• Act as Management Information Systems site liaison for WMS, AIRS, and FACTORs systems: requests passwords for staff, trains staff on systems screens and performs location system checks as advised by MIS to correct system malfunctions.

What This Job Offers

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