Administrative Specialist

City of New York; New York (NY); On-site; USD 60,000 - 90,000; Full time

Job summary

Talentify is seeking a Principal Administrative Associate III to oversee the Deputy Commissioner and Executive Office operations in New York, coordinating supplies, HR liaison duties, and document control. The role involves managing mailboxes, reporting, and updating web content with the Communications team.

The position requires a bachelor’s degree and several years of administrative experience, including supervisory responsibilities.

Qualifications

• A bachelor’s degree and 2 years clerical/administrative experience, with supervisory responsibility if possible.
• Alternative: associate degree with 3 years of relevant experience, including supervisory duties.
• High school diploma with 4 years of progressively responsible clerical/administrative experience including supervisory work.

Responsibilities

• Act as the Office Manager for the Deputy Commissioner and Executive Office staff; handle supplies and maintenance issues.
• Serve as HR liaison for the Executive Office; maintain and supervise scanned files and databases.
• Manage Career Services mailboxes and respond or route inquiries for timely action.
• Produce reports for executive management as requested.
• Coordinate with Office of Communications and Marketing to update internal/external pages and press releases.
• Meet with managers to provide updated information on Employment Services activities.
• Review RFPs and revise procedures to reflect legislative changes.
• Prepare monthly rosters, reports, and correspondence for day-to-day operations.
• Integrate information from senior management to revise manuals.

Education

Bachelor's degree or higher

Associate degree / 60 credits + 3 years experience

High school diploma + 4 years experience

Education/experience equivalent to 1-3 with supervisory experience

Tools

COVE app

Job description

Job Description

APPLICANTS MUST BE PERMANENT IN PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

Career Services is to connect low-income New Yorkers to opportunities in the labor market through skill-based training, education, and career services that could lead to sustained and meaningful employment and financial security. Essential to its mission is the program’s ability to draw and cultivate relationships with a broad range of employers, workforce providers, labor unions and educational institutions- all critical stakeholders in helping clients gain the skills that they need to obtain sustainable employment to eventually become economically self-sufficient.

Under the direction of the Deputy Commissioner of Career Services, with wide latitude for the independent initiative and judgment, performs specialized administrative tasks relating to the provision on guidance, problem solving and project control connecting to the Career Services Programs.

Career Services is recruiting for one (1) Principal Administrative Associate III to function as an Administrative Specialist who will:

• Act as the “Office Manager” for the Deputy Commissioner (DC) and the Executive Office (EO) staff. Order supplies for all offices, coordinates maintenance of equipment issues, organizes employee recognition and other events. Maintain liaison with Career Services and the Office of the Chief Program Officer (OCPO) staff at ensuring operational efficiency for Employment Services activities of the DC and EO.
• Maintain folders for Time and Leave; Acts as Human Resources liaison for the Executive Office; Maintains program scanned files; Supervise the integration of the program scanned file database. Process requests for visitor access to 4 WTC via the COVE app.
• Review and manage the Career Services mailboxes, responding to and/or forwarding to appropriate personnel for timely responses. Maintain the SNAP-ABAWD Community Partnership process, ensuring the database is up to date.
• Produce reports for executive management as requested.
• Maintain liaison with Office of Communications and Marketing (OCM) to keep Career Services internal and external webpages up-to-date, and coordinate press releases. Meet with Family Independence Administration managers and staff on an ongoing basis providing updated information.
• Assist in reviewing Requests for Proposals (RFP) and external facing documents; assists in revising automated procedures system to reflect legislative changes.
• Prepare monthly rosters, reports and correspondence based on the analyses provided by other staff in the unit, to assist in the day-to-day operation of programs.
• Integrate information from Senior Management regarding the Executive Office with the senior staff of the Career Services administration to assist in revising manuals.

Hours/Schedule: 9:00am-17:00pm (Flexible)

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

1. 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
2. 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
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 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
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 the 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.

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.