Administrative Specialist

HRA/DEPT OF SOCIAL SERVICES; World Trade Center (NY); Hybrid; USD 60,000 - 86,000; Full time

Job summary

The HRA/DEPT OF SOCIAL SERVICES, NYC, seeks a Principal Administrative Associate III to support the Deputy Commissioner and Executive Office in coordinating office operations and ensuring efficiency for Employment Services activities. The role includes managing supplies, time/leave records, and HR liaison duties.

You will produce executive reports, maintain Career Services communications, review RFPs, and help update manuals and procedures in collaboration with cross‑agency partners.

Qualifications

• A baccalaureate degree and two years of clerical/administrative experience, including supervisory experience.
• An associate degree or 60 credits and three years of relevant clerical/administrative experience, including supervisory experience.
• A four-year high school diploma and four years of relevant clerical/administrative experience, including supervisory experience.
• Education/experience equivalent with one year of supervisory experience required.

Responsibilities

• Act as the “Office Manager” for the Deputy Commissioner and Executive Office staff; coordinate supplies and maintenance; liaise with Career Services and OCPO to ensure operational efficiency.
• Maintain Time and Leave folders; act as HR liaison for the Executive Office; supervise scanned-file databases and visitor access requests to 4 WTC via COVE app.
• Review and manage Career Services mailboxes; maintain SNAP-ABAWD Partnership database; ensure timely responses.
• Produce reports for executive management as requested.
• Coordinate with Office of Communications and Marketing to keep internal/external webpages up-to-date and relay information to Family Independence Administration managers.
• Assist in reviewing RFPs and revising procedures to reflect legislative changes.
• Prepare monthly rosters, reports, and correspondence to support day-to-day operations.
• Integrate information from Senior Management with Career Services to revise manuals.

Skills

Office management

HR liaison

Administrative tasks

Reporting

Education

Bachelor's degree

Associate degree or 60 semester credits

HS diploma

Education/experience equivalence

Tools

COVE app

Job description

APPLICANTS MUST BE PERMANENT IN PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE.

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

Minimum Qualifications

1. 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. 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. 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. 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 3 year.

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.