ELIGIBILITY AND SUPPORT SERVICES COORDINATOR

NYC Department of Social Services; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

The NYC Department of Social Services is seeking a Principal Administrative Associate III to oversee eligibility coordination and administrative support for HASA and related units. This role supervises staff and ensures accurate processing of benefits and services, while maintaining compliance with policies and audits.

Responsibilities include supervising clerical staff, coordinating resources, ensuring coverage, and collaborating with MIS and other units to maintain efficient operations and

Qualifications

• Bachelor's degree plus relevant clerical/administrative experience as described.
• Associates degree with required supervisory experience.
• High school diploma with required clerical/administrative experience.
• Equivalency accepted if supervisory experience is met.

Responsibilities

• Provide staff support and resources; ensure coverage and supervise Senior Eligibility Supervisors and clerical staff.
• Ensure equipment, supplies, and compliance with reports and signage.
• Collaborate with HASA MIS to resolve system issues.
• Coordinate office equipment procurement and maintain roster; liaise with custodial staff.
• Monitor timely benefits processing; review reports; train staff and implement corrective actions.
• Interpret and apply eligibility policies; monitor application and recertification timeliness.
• Monitor immediate needs reports; assist training and center coverage.
• Handle employee concerns; coordinate with HR units and unions when needed.
• Serve as community liaison; engage with clients and advocates; assist Regional Manager.

Skills

Clerical experience

Administrative supervision

Staff supervision

Policy adherence

Education

Baccalaureate degree + 2 years clerical/administrative experience (one year supervisory)

Associate degree + 3 years clerical/administrative exp. (1 year supervisory)

High school diploma + 4 years clerical/administrative exp. (1 year supervisory)

Education/experience equivalent to 1-3 with supervisory experience

Job description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL 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.

The HIV/AIDS Services Administration (HASA) provides access to benefits and services to one of New York City's most vulnerable populations low-income New Yorkers diagnosed with HIV or AIDS. Among the services provided are intensive case management, direct linkages to Cash Assistance, Medicaid, Supplemental Nutrition Assistance Program (SNAP), Long Term Care. Homemaking, access to emergency housing and permanent housing. In meeting that goal, approximately 1,100 HASA employees serve over 33,000 clients, including 2,500 families.

Due to advances in health care, the lives of persons diagnosed with HIV have improved dramatically over the years. The HASA program has changed to meet the evolving needs of its clients. Over the course of the past ten years the priorities for HASA and its clients have included maximizing access to health care and improving the quality and availability of emergency or non-emergency housing. Many clients also express the desire to enter or return to the workplace. HASA provides interested clients with access to vocational services on a voluntary basis. With the help of counselors to identify barriers to employment, clients can select vocational goals and receive needed support. HASA is committed to a high quality of service provision that is individualized, efficient and effective.

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, and SSI or SSD application and appeal.

Under the direct supervision of the Senior Center Director the Eligibility & Support Services Coordinator /PAA (III) will play a critical role in promoting the continued wellbeing of clients living with HIV and their family members by providing administrative and technical support for all matters related to program eligibility and benefits, hence freeing up time for the Center Directors team to devote themselves exclusively to client services.

HIV/AIDS Services Administration (HASA) is recruiting one (1) Principal Administrative Associate III to function as an Eligibility and Support Services Coordinator, who will:

• Provide necessary support, resources, and technical assistance to all staff to ensure efficient service delivery to clients; Ensure adequate coverage is available at all times for all units; Supervise the Senior Eligibility Supervisors (PAA Il), the Office Manager and clerical staff to ensure their satisfactory performance at all levels, including D&C, Control, Reception, stock rooms, mailroom, work units, and related areas; Ensure regular stock room inventory and supply requisition/distribution;
• Ensure availability of working equipment and systems, printing paper, drinking water, forms, sufficient Metro Cards, CBIC Cards, and Cash Sub-impress in D&C. Ensure compliance with mandated D&C reports, desk audits, and client waiting room signage.
• Collaborate with HASA MIS to resolve systems/equipment breakdown/malfunction/replacement.
• Coordinate procurement of office equipment/cell phones/laptop with appropriate contacts as needed. Maintain the center roster. Collaborate with on-site custodial staff to always ensure center upkeep and cleanliness.
• Monitor timeliness and accuracy of financial benefits and services provided to clients by reviewing center statistical reports of error/benefit issuance/Fair Hearing compliance, and employee performance, including WMS, POS, page Center Reports (WINROs). Develop and administer necessary corrective actions/goal-specific training/supervision for performance improvement. Ensure that discrepancies are resolved, case records, rosters and error reports are documented with correct information in the event of an audit or administrative review.
• Provide/ensure proper interpretation, training and application of departmental mandatory eligibility application policies and procedures and assure that eligibility determinations are consistent with applicable laws and policies. Monitor Application and Recertification reports for timeliness.
• Monitor the Application reports for issuance of immediate needs for programs to ensure compliance with Quarterly Performance Reports. Assist in training new staff and providing center coverage.
• Handle employee-related concerns and support, including grievances, dispute resolution, training enrollment, labor relations inquiries, personnel and time and leave liaison duties; collaborate with relevant units/departments including but not limited to HRBP, Employee Assistance Unit (EAP), Office of Conflict Resolution, Leave of Absence Unit, Second level Approvals Unit, and HRS Customer Services among others.
• Serve as community liaison/point person for the center; collaborate with clients/advocates and the community at large to resolve concerns, share resources, participate in off-site events when necessary, and mediate for problem resolutions. Assist the Regional Manager as needed.

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.

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