ADMINISTRATIVE ASSISTANT

HRA/DEPT OF SOCIAL SERVICES; World Trade Center (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

The City of New York's Office of Child Support Services seeks a Principal Administrative Associate II to serve as Administrative Assistant to the Fiscal Assistant Deputy Commissioner. You will provide direct support to the fiscal team and act as a liaison to senior management and office directors.

Your duties include maintaining the personnel database, coordinating temporary staff and projects, booking conference rooms, scheduling internal and external meetings, arranging events, scanning and

Qualifications

• Bachelor’s degree and 3 years of clerical/administrative experience, with at least one year in supervision.
• Associate degree with 4 years of clerical/administrative experience including one year supervisory.
• High school diploma with 5 years of clerical/administrative experience including one year supervisory.
• Education/experience equivalent with substitution; must include one year supervisory experience.

Responsibilities

• Provide direct support to the fiscal team and communicate on behalf of the Assistant Deputy Commissioner.
• Maintain the personnel database tracking attritions, promotions and backfills.
• Coordinate all office temporary staff and track project completion dates.
• Report and track telephone and facilities-related requests for changes and repairs on the 39th floor.
• Maintain and track entry keys for staff and conference rooms and arrange access.
• Book conference rooms and schedule meetings for the Deputy Commissioner and directors.
• Assist with arranging, coordinating, and implementing events.
• Scan and upload letters and documents to electronic files; prepare memos for internal/external audiences.
• Ensure paper files are filed, organized and easily accessible.

Skills

Administrative experience

Supervisory experience

Office software

Education

Baccalaureate degree

Associate degree

High school diploma or equivalent

Education/experience equivalency

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

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.

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.