Administrative Coordinator

NYC Administration for Children's Services; New York (NY); On-site; USD 68,000 - 104,000; Full time

Job summary

The NYC Administration for Children’s Services seeks an Administrative Coordinator to support DYFJ operations and the Chief Operating Officer’s office. You will assist with daily tasks, meetings, and correspondence in a fast-paced government environment.

You’ll manage calendars for senior leaders, coordinate recruitment and training, prepare memos and organizational charts, and liaise with payroll, HR, and facilities while supervising staff when needed.

Qualifications

• Bachelor's degree plus two years of clerical/administrative experience, with supervisory duties.
• Associate degree with three years of progressive clerical/administrative experience including supervision.
• High school diploma with four years of clerical/administrative experience including supervision.
• Equivalency options with appropriate supervisory experience accepted.

Responsibilities

• Provide administrative support for the Senior Management Team and others as needed.
• Manage schedules for meetings, conferences, training, recruitment, activities and events.
• Support training coordination, recruitment and staffing efforts and respond to information requests.
• Prepare letters, reports, organizational charts, budget memos, and other documents.
• Liaise with payroll, personnel, facilities and external stakeholders.
• Perform data entry to maintain up-to-date information in systems.
• Direct incoming correspondence and sort mail for the appropriate people.
• Plan and coordinate special projects for youth, families and staff.
• Supervise administrative support staff as assigned.

Skills

Administrative experience

Supervisory experience

Clerical/administrative duties

Education

Bachelor's degree + 2 years experience

Associate degree + 3 years experience

High school diploma + 4 years experience

Education/experience equivalent

Job description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $68,209.00 - $78,440.00.

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE.

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 Division of Youth and Family Justice (DYFJ) provides a wide range of services and programs for youth at every stage of the juvenile justice process. Our goals are to (a) build stronger and safer communities and advance public safety by preventing juveniles from entering the New York City's juvenile justice system, (b) provide therapeutic treatment and services to youth in our custodial care, and (c) help juveniles access the tools they need to leave the justice system for good. We strive to help families and young people by providing supportive services that are responsive to the needs of individual youth and families.

The Office of the Chief Operating Officer supports key inter-divisional, inter- and intra-governmental priorities within DYFJ, including Youth Development Specialist (YDS) recruitment and retention, organizational capacity building, and business process mapping and improvement. Additionally, the Office oversees DYFJ's administration, budget planning and management, contract management, procurement, information technology management, detention operations, and administrative support for staff. The Organizational Management Team manages the recruitment, training and organizational management and administration of all DYFJ staff. The Team liaises within DYFJ and with internal partners (Division of Financial Services, Office of Human Resources, Office of Equal Employment Opportunity, Office of the General Counsel, etc.) and external (Office of Labor Relations, Office of Management and Budget, etc.) on HR processes and staffing priorities/risks.

DYFJ’s Administrative Support Team is seeking an Administrative Coordinator who will provide a wide range of administrative assistance to support daily operations for DYFJ.

Duties and Responsibilities

• Provide administrative support for DYFJ's Senior Management Team, including the Deputy Commissioner, Chief Operating Officer, Senior Advisors, Associate and Assistant Commissioners, and others as necessary.
• Manage schedules for meetings, conferences, training, recruitment, activities and events.
• Support DYFJ training coordination, recruitment and staffing efforts and respond to requests for information.
• Prepare letters, move matrices, reports, organizational charts, Personnel Service budget memos, and other correspondence documents.
• Serve as a liaison with other internal and external administrative staff, including payroll, personnel and facilities, as well as external stakeholders.
• Perform data entry to maintain up-to-date information in systems of record.
• Serve as a point of contact directing incoming correspondence to the appropriate persons, and sorting and scanning incoming and outgoing mail.
• Plan and coordinate special projects for youth, families, and staff.
• Supervise administrative support staff, as assigned.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Additional Information

Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a candidate for employment with child-caring responsibilities has been the subject of a child abuse and maltreatment report.

The Administration for Children’s Services is an equal opportunity employer committed to providing access to all individuals. If you require a reasonable accommodation to participate in the job application or interview process, please contact Simone Campbell at [e-mail] or 212-676-6955.

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.

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.

Minimum Qualifications

• A baccalaureate degree from an accredited college and two 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 three 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 four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or
• 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 3 year.

, $68,209.00 – $104,239.00