ELIGIBILITY AND SUPPORT MANAGER

NYC Department of Social Services; New York (NY); On-site; USD 75,000 - 110,000; Full time

Job summary

The NYC Department of Social Services, through HASA, is recruiting one Principal Administrative Associate III to serve as the Eligibility and Support Manager at HASA’s Central Office who will oversee Eligibility and Support Services. These units determine benefits, correct errors, and manage disbursements to ensure timely access to public benefits.

Under the Deputy Director, you will develop processes, monitor performance with reports, and supervise staff.

Qualifications

• Bachelor's degree or equivalent with supervisory experience required.
• Progressively responsible clerical/administrative experience with leadership.
• Knowledge of public benefits programs and HASA operations preferred.
• Ability to interpret federal/state/city mandates and apply policies.

Responsibilities

• Supervise staff and manage Eligibility and Support Services units.
• Interpret policies and oversee reconciliation of petty cash and disbursements.
• Develop action plans, train staff, and adjust unit structures as needed.
• Monitor workflow and ensure timely eligibility actions and reporting.
• Liaise with HASA center staff, central admin units, and agency partners.
• Prepare statistical and administrative reports from audits and data.

Skills

Analytical skills

Strong communication

Multitasking

Public benefits knowledge

Excel proficiency

Education

Bachelor's degree + 2 years supervisory clerical/administrative experience

Associate degree + 3 years clerical/administrative experience incl supervisory

High school diploma + 4 years clerical/administrative experience incl supervisory

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPLE ADMINISTRATIVE ASSOCIATE CIVIL SERVICE 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.

The HIV/AIDS Services Administration (HASA) is the primary mechanism within the Human Resources Administration (HRA) which expedites access to essential benefits such as medical, social, financial, and vocational programs to more than 32,000 individuals living with HIV, as well as 8,000+ affected families.

HASA provides intensive case management, rental assistance, emergency and permanent supportive housing, and assistance with applying for public benefits and services including Medicaid, food stamps, and cash assistance. HASA also provides vocational services that prepare clients for employment. With counselors to help identify barriers to employment, clients can select vocational goals and receive support. Other HASA services include home care and homemaking services, mental health and substance use screening and treatment referrals, transportation assistance, referrals to community-based organizations, SSI or SSD application and appeal.

The HIV/AIDS Services Administration (HASA) is recruiting one (1) Principal Administrative Associate III, to function as the Eligibility and Support Manager at HASA’s Central Office who will:

Under the general direction of the Deputy Director of Eligibility with broad latitude for the exercise of independent initiative and judgment, performs difficult administrative, analytical and supervisory responsibilities overseeing the unit's that comprise Eligibility and Support Services: Eligibility determinations, Error Correction, Control, and Reception/Disbursement & Collection. These units are integral to the initial and continued financial assistance for all HASA clients and their families. The Eligibility and Support Manager provides directions to subordinate staff in the development of processes to initiate and deliver benefits accurately and expeditiously, evaluate unit productivity through statistical analysis, the composition of daily, weekly and quarterly reports, in addition to other administrative responsibilities. Overseeing these units require multi-tasking abilities, so responsibilities as they pertain to Financial Eligibility Benefits, issuance disbursements and error correction are dealt with in order of importance.

• Supervise subordinate staff and manages the operations of the Eligibility and Support Services Units, ensuring that units operate in conformity to Federal, State, City and agency mandates. Monitors performance in these areas to ensure that functions are carried out efficiently and effectively.
• Interprets and initiates the application of Federal, State, City and Agency mandates policies and procedures as it pertains to the reconciliation processes for petty cash and DSS 3575 disbursements to eligible HASA customers; assures that eligibility determinations are consistent with procedural guidelines.
• Develop error rate parameters contingent with unit specifications and prepares corrective action plans, ensuring that deficiencies are corrected. Action plans may include staff trainings, reassignments or unit modifications, and directives from the Center Director.
• Monitor workflow, time management and compliance with mandated time frames in affect for eligibility actions that are time sensitive to meet targeted projections for unit and action compliance.
• Liaisons with HASA Center social staff, Central Administration Units, and Agency staff as required, for issues (special grants allowances, excess rent, etc.) as they relate to the units within the confines of Eligibility and Support Services, to deter duplication of benefits.
• Compose statistical and administrative reports derived from the outcomes of mandated supervisory procedural audits on cases within the confines of the Eligibility and Support Services units.
• Develop diverse tracking mechanisms according to unit responsibilities for cases that are under the confines of specialty units or legal processes to ensure timely data entry of benefits and allowances to avoid delays in receiving benefits.
• Attend administrative staff meetings with the Center Director to report on units under their supervision, brainstorm new initiatives and make projections regarding the impact of new initiatives on these.
• Hold periodic staff and individual meetings as required with subordinate and unit staff on issues as they occur.

Hours/Schedule: 9am-5pm

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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.

Preferred Skills

• Fluency in POS, WMS and HASA Web - First-hand experience developing and leading training - Excellent written and oral communication, especially when dealing with external parties (e.g. advocates, CBOs and other third parties) - Knowledge of relevant laws and regulations related to public benefits programs. - Experience working with medically vulnerable populations - Proven ability to manage multiple tasks and meet deadlines - Highly skilled using, creating and analyzing spreadsheets using Microsoft Excel - Experience with Microsoft PowerPoint and Word - Strong analytical and problem-solving skills

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.