Office Manager

City of New York•New York City, NY

1d•$62,868 - $72,298

About The Position

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $62,868 - $72,298. The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services and provides subsidized childcare vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community. The Office of the General Counsel (OGC) provides legal representation and advice to the Commissioner and all divisions at the Administration for Children's Services. OGC identifies areas of legal vulnerability and coordinates with other Divisions to ensure compliance with court orders, consent decrees, and other legal and regulatory mandates. OGC also works closely with the NYC Law Department to minimize risk and avoid litigation and defend ACS in class action and individual lawsuits. OGC is comprised of six legal units and two non-legal units. ELU is responsible for investigating allegations of both on-duty and off-duty misconduct on the part of ACS employees, as referred by ACS program areas and other appropriate units both within ACS and through external agencies, such as EEO or Personnel, as well as by relevant external agencies such as DOI or 311. ELU presents Civil Service Law Section 75 disciplinary proceedings against ACS employees with disciplinary rights and advises the General Counsel and the Commissioner on disciplinary penalties and settlements, as well as on responses to misconduct on the part of employees without disciplinary rights. ELU also handles matters of employee unfitness under Civil Service Law Section 72. ELU is tasked with responding on behalf of the Agency to external discrimination complaints in the areas of employment or public accommodation in front of the Federal EEOC, NYSDHR, and NYCHRC. ELU provides policy and program support and guidance to Agency leadership on employment law issues and provides relevant orientation to new employees. The Office Manager is responsible for the following necessary tasks:

Requirements

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Responsibilities

Prepare and provide responses to daily or weekly ELU information requests from internal agency units, as well as external stakeholders, including sensitive data. External stakeholders include oversight agencies ( OCFS, DOI for example), external entities that handle discrimination complaints ( EEOC, NYSDHR, NYCHRC) to deal with issues of service and access to information portals, Unions, potential employers for former and current staff members. This function requires discretion in identifying and applying relevant confidentiality requirements, and effectively communicating what is and is not possible to the person or entity in the community who is seeking the information. Therse requests are often voluminous.
Remote video meetings: MS Teams (Webex, Zoom etc. as needed): Train staff, Set up and host meetings as needed, invite participants. Participants include Union reps and counsel, and the Office Manager needs to communicate effectively with these outside stakeholders and use discretion to determine if specific requests should be granted, declined or escalated..
Provide administrative support for selection and onboarding of new staff. This includes initial and subsequent contacts with employment candidates, fielding questions, adhering to confidentiality requirements.
Liaison for building (landlord), and facilities and IT ( internal ACS)- includes effective communication in maintaining the relationship with landlord staffers and troubleshooting maintenance requests.
Liaison for Xerox, Troubleshooting
Prepare move matrices as needed
Assist with OHR and IT, etc. for staffers ( Request ID’s, cell phones and other devices as needed, building entry cards)
Assist Investigators with scheduling interviews on shared calendar as needed
Assist with shared calendar profile
Assist with Assoc. GC scheduling if requested
Handle telephone, email, and US Mail correspondence/requests for the office including both legal and general confidential correspondence (and for Assoc. GC if requested)
Receive/sort/distribute and generate US Mail correspondence, go to post office as needed. Deal with ACS mailroom as needed.
Bring/pickup documents/files/items to and from ACS Central at 150 William as needed
Bring/pickup documents/files/items to and from other ACS or external locations as needed
Daily data entry (as well as and troubleshooting) in ELU database ( ELITS) and any other systems as needed
Conduct frequent database searches and provide information/reports: ELITS, Old DJJ database, Citytime, PMS, other systems as needed
Daily opening of files in ELITS
Daily opening of files hardcopy
Closing of files in ELITS
Closing of files hardcopy
Internal archiving of hardcopy closed files
WITS system entry and troubleshooting and sending relevant closed hardcopy files to external archive ( warehouse)
Ordering of supplies, Purchase orders, Request Business Cards and buck slips