Administrative Assistant

City of New York; New York (NY); On-site; USD 46,503 - 73,002; Full time

Job summary

City of New York seeks a Clerical Associate to process and review FOIL and related requests, prepare reports, and draft professional correspondence. You will research information from contractors and staff, maintain orderly records, and coordinate media transfers for litigation teams.

Strong typing and organizational skills are essential in a fast-paced environment. Residency requirements and the City’s equal opportunity commitments apply; the 55-a Program option is available, with PSLF/loan

Qualifications

• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
• Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
• Experience with drafting clear and professional correspondence and maintaining organized records.

Responsibilities

• Process and review FOIL, Preservation, NYPD, ARTS, and other official requests.
• Research and obtain information from contractors, supervisory staff, and agency personnel; draft professional correspondence.
• Prepare and maintain reports on incoming and completed requests; respond to inquiries about status and procedures.
• Maintain filing systems; coordinate with contractors to collect media and distribute to litigation teams.
• Collaborate with supervisors to address complex matters and assist with employee records and office supplies.

Skills

Typing 100 wpm

Strong written and verbalcommunication

Excellent organizational skills

Multi-tasking

Professional correspondence

Discretion and confidentiality

Customer service

Education

High school diploma or educational equivalence

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

In order to be considered for this position candidate must be serving permanently in the title of Clerical Associate, or must have taken, passed, and be reachable on the Open Competitive Clerical Associate Exam # 3120.

Under general supervision, the selected candidate will be responsible for processing and reviewing FOIL, Preservation, NYPD, ARTS, and other official requests related to enforcement cameras. The candidate will conduct research and obtain pertinent information from contractors, supervisory staff, and agency personnel, and will draft and prepare professional correspondence, including emails and formal response letters. Responsibilities also include preparing and maintaining reports on incoming and completed requests, ensuring accuracy and timeliness, and responding to telephone inquiries regarding request status and procedures. The selected candidate will maintain organized filing systems to ensure proper record keeping and accessibility, coordinate with contractors to collect media such as DVDs and distribute materials to litigation teams, and collaborate with supervisory staff, including TCI supervisors, to address complex or escalated matters. Additional duties may include filing and maintaining employee documentation such as sick leave records, as well as tracking and organizing office supplies for the unit. All duties must be performed in compliance with departmental policies and procedures related to written and verbal communication.

CLERICAL ASSOCIATE - 10251

Minimum Qualifications

Qualification Requirements

• A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.

Skills Requirement

Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Preferred Skills

• Strong written and verbal communication skills, with the ability to draft clear and professional correspondence.
• Excellent organizational skills and attention to detail, particularly in managing records and filing systems.
• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Experience reviewing and processing formal requests (e.g., FOIL or legal/administrative requests) is preferred.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general office systems.
• Strong research and analytical skills to gather and interpret information from multiple sources.
• Ability to interact professionally with internal staff, and contractors.
• Experience maintaining confidential information and exercising discretion.
• Strong customer service skills, including handling telephone inquiries in a professional manner.
• Ability to work independently while also collaborating effectively with supervisors and team members.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

$46,503.00 – $73,002.00