Assistant Office Manger

City of New York; New York (NY); On-site; USD 50,000 - 61,000; Full time

Job summary

The City of New York’s Administration for Children’s Services (ACS) seeks a Principal Administrative Administrative Assistant (PAA I/Assistant Office Manager) to support the Division of Child Protection and related administrative functions in New York City.

The selected candidate will handle payroll and personnel data, maintain records, prepare reports, reconcile ledgers, coordinate with ACS divisions, manage funds, order supplies, and respond to information requests from the public and staff.

Qualifications

• Requires a baccalaureate degree and 2 years of progressive clerical/administrative experience, including supervisory responsibilities.
• Supervisory experience must include administrative duties at least at moderate difficulty level.

Responsibilities

• Processes personnel transactions by reviewing and researching payroll and personnel data.
• Maintains systems of records by entering, retrieving, updating, transferring and deleting information.
• Prepares statistical reports, defines objectives and identifies variances.
• Reconciles monthly ledgers and spreadsheets.
• Maintains liaison with other agencies and ACS divisions.
• Administers the sub-imprest funds.
• Order supplies for the office.
• Responds to request for information from public, other agencies and staff.
• Interprets policies, procedures and regulation by reviewing and researching documents in order to prepare and relay requested information to management.
• Trains clerical and administrative staff in performance of work activities.
• Prepares performance evaluations for clerical and administrative staff.
• Monitors time and leave of unit staff.
• Administers translations, transportation and substance abuse vouchers.
• Assists with the daily assignment of agency vehicles.

Education

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

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

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

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.

Job description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY OF $55,105.00.

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 Child Protection (DCP) is charged with investigating all allegations of child abuse and maltreatment that the City receives from the New York Statewide Central Register of Child Abuse and Maltreatment. The Division of Child Protection encompasses Child Protective and Placement Services. Child Protective Services include the Child Protective Borough Offices, Family Preservation and Family Services Unit, Emergency Children’s Services (ECS), and the Office of Special Investigations (OSI).

The DCP borough and program office, an Administration team provides a catalog of critical support functions, enabling child protective staff to focus on supporting our children and families.

Under the administrative direction of a Deputy Director (or higher), the DCP PAA I / Assistant Office Manager will perform the following duties:

• Processes personnel transactions by reviewing and researching payroll and personnel data.
• Maintains systems of records by entering, retrieving, updating, transferring and deleting information.
• Prepares statistical reports, defines objectives and identifies variances.
• Reconciles monthly ledgers and spreadsheets.
• Maintains liaison with other agencies and ACS divisions.
• Administers the sub-imprest funds.
• Order supplies for the office.
• Responds to request for information from public, other agencies and staff.
• Interprets policies, procedures and regulation by reviewing and researching documents in order to prepare and relay requested information to management.
• Trains clerical and administrative staff in performance of work activities.
• Prepares performance evaluations for clerical and administrative staff.
• Monitors time and leave of unit staff.
• Administers translations, transportation and substance abuse vouchers.
• Assists with the daily assignment of agency vehicles.

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 [phone].

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 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.