Assistant Office Manger

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

Job summary

City of New York – ACS seeks an Administrative Assistant to support the Division of Child Protection. You will review payroll data, maintain personnel records, prepare reports, and reconcile ledgers to ensure accurate financials.

Responsibilities include coordinating with other agencies, tracking time and leave, and assisting with office operations and staff training in a public service setting. Equal opportunity employer with accommodations available.

Qualifications

• Bachelor’s degree or 2+ years of related clerical/administrative experience.
• Experience reviewing payroll and personnel data.
• Strong record-keeping and data entry skills.
• Ability to prepare statistical reports and reconcile ledgers.
• Excellent communication and interagency coordination abilities.

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.

Skills

Payroll processing

Records management

Report preparation

Data reconciliation

Time & leave tracking

Education

Bachelor's degree

Associate degree / 60 credits

High school diploma

Equivalent education/experience

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].

PREMISE ADMINISTRATIVE ASSOC - 10124

Minimum 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.

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.