ADMINISTRATIVE ASSISTANT

NYC Department of Social Services; New York (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

NYC Department of Social Services seeks a Principal Administrative Associate II to serve as Administrative Assistant to the Fiscal Assistant Deputy Commissioner, providing direct support and coordinating administrative tasks across the Fiscal Department.

The role includes managing personnel data, coordinating temporary staff, scheduling meetings, coordinating events, and ensuring documents are filed and accessible. Residency in NYC is typical.

Qualifications

• Bachelor’s degree or higher required with progressive clerical/administrative experience.
• One year of supervisory experience in clerical/administrative work.
• Alternative combinations of education and experience are acceptable per the rules.

Responsibilities

• Provide direct support to the Fiscal Assistant Deputy Commissioner.
• Maintain personnel database including attritions, promotions and backfills.
• Coordinate office temporary staff and track projects and completion dates.
• Manage telephone and facilities requests for the 39th floor.
• Maintain entry keys and manage conference room bookings.
• Schedule internal and external meetings and assist with events.
• Scan, upload, and organize letters, reports, and documents.
• Prepare memos and letters for internal and external audiences.
• Ensure paper files are organized and accessible.
• Perform additional tasks as needed.

Skills

Administrative experience

Supervisory experience

Clerical skills

Education

Bachelor’s degree or higher

Associate degree + 4 years clerical/administrative experience

High school diploma + 5 years clerical/administrative experience

Tools

Office software

Job description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE.

The Office of Child Support Services (OCSS) puts children first by helping both parents provide for the economic and social well-being, health, and stability of their children. OCSS serves parents and guardians, regardless of income and immigration status. The program helps tens of thousands of children every year by bringing more income into the home. OCSS collects more than $700 million a year on their behalf.

OCSS services include assistance with locating noncustodial parents, establishing parentage, establishing child support and medical support orders, collecting and distributing child support payments, and modifying and enforcing child support orders. Employment services and debt reduction programs are also available to noncustodial parents with a child support order.

Under the direction of the Assistant Deputy Commissioner of OCSS/Fiscal Department with latitude for independent initiative, judgement and decision-making, the Principal Assistant will serve as the Administrative Assistant to the Fiscal Assistant Deputy Commissioner responsible for managing a wide range of administrative support-related tasks. S/he serves as a point of contact for internal and external managers/directors. The Administrative Assistant serves as a liaison to senior management staff and the office directors and helps to oversee special projects. The projects range from coordinating special events to overseeing collaborative efforts with all the units within fiscal department.

The Office of Child Support Services (OCSS) is conducting a recruitment for a Principal Administrative Associate (PAA) II to serve as an Administrative Assistant to the Fiscal Assistant Deputy Commissioner who will:

• Provide direct support to the fiscal team on all aspects of administrative and technical issues and communicate directly and on behalf of the Assistant Deputy Commissioner.
• Maintain the personnel database ensuring that all attritions, promotions and backfills are identified.
• Coordinate all office temporary staff assigned to Fiscal Department, keep track of all temporary projects, and project completion dates.
• Report and track all telephone and facilities-related requests for changes/improvement and for repair requests made to the 39th floor, area occupied by fiscal staff.
• Maintain and track all entry keys for all staff and/or conference rooms. Order or purchase additional keys as required.
• Responsible for booking conference rooms for the Assistant Deputy Commissioner, directors as well as entering visitors into the building visitor’s portal.
• Schedule meetings, both internal and external
• Assist with arranging, coordinating, and implementing events.
• Make sure all letters, reports and documents are scanned and uploaded to the appropriate electronic file.
• Prepare memos and letters to both internal and external audiences.
• Ensure paper files are filed, organized and easily accessible.
• Perform additional tasks as needed.

Hours/Shift: 9:00 a.m. to 5:00 p.m.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

• 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
• 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
• 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;
• 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.

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, 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.