Executive Assistant

NYC Administration for Children's Services; New York (NY); On-site; USD 68,000 - 78,000; Full time

Job summary

The Administration for Children’s Services (ACS) in New York City seeks a Principal Administrative Associate, Level 3, to serve as Executive Assistant to the Deputy Commissioner and provide high‑level administrative and clerical support. You will coordinate executive schedules and communications to keep agency operations efficient.

Under general supervision, you will draft and distribute documents, prepare meeting materials, and manage records while coordinating programmatic activities for youth

Qualifications

• > A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year in admin capacity or supervising staff.
• <br>An associate degree or 60 semester credits and four years of clerical/administrative experience with one year supervisory experience.
• <br>A four-year high school diploma or equivalent and five years of clerical/administrative experience with one year supervisory experience.
• <br>Education/experience equivalent to 1-3 above with one year supervisory experience; substitution allowed at 30 credits per 6 months up to 3½ years.

Responsibilities

• Manage and maintain calendars, schedules, and appointments for the Deputy Commissioner and senior leadership.
• Coordinate and prepare for meetings, conferences, and events, including agendas, materials, minutes, and follow-up actions.
• Serve as primary contact for internal staff and external stakeholders; screen and direct communications.
• Draft, format, and distribute correspondence, memoranda, reports, presentations, and spreadsheets.
• Plan and coordinate programmatic activities and events for youth, families, staff, and external partners.
• Maintain records, files, and contact databases per agency procedures.
• Handle calls, mail, scanning, filing, and basic admin support.
• Maintain office supplies inventory and orders as needed.
• Support special projects and offsite meetings, including secure youth detention facilities.

Skills

Administrative experience

Supervisory experience

Clerical/administrative accuracy

Education

Bachelor degree + 3 yrs clerical admin exp

Associate degree + 4 yrs clerical admin exp

High school diploma + 5 yrs clerical admin exp

Education/experience equivalency option

Job description

THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $68,209.00-$78,440.00.

THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE.

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 child care 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 Youth and Family Justice (DYFJ) provides a wide range of services and programs for youth at every stage of the juvenile justice process. Our goals are to (a) build stronger and safer communities and advance public safety by preventing juveniles from entering the New York City's juvenile justice system, (b) provide therapeutic treatment and services to youth in our custodial care, and (c) help juveniles access the tools they need to leave the justice system for good. We strive to help families and young people by providing supportive services that are responsive to the needs of individual youth and families. DYFJ also oversees a wide network of providers throughout the five boroughs that operate Non- Secure and Limited Secure Placement sites for youth who are adjudicated delinquent and are placed by the New York City Family Court, and a vast network of community-based alternative programs for youth involved in, or at risk for involvement in, the Juvenile Justice system.

Under general supervision, with latitude for independent judgment and initiative, the Principal Administrative Associate, Level 3, serves as Executive Assistant to the Deputy Commissioner and provides high-level administrative and clerical support. The position is responsible for coordinating executive schedules, meetings, communications, and administrative processes in support of agency operations.

Tasks May Include, But Are Not Limited To

• Manage and maintain calendars, schedules, and appointments for the Deputy Commissioner and senior leadership, as needed
• Coordinate and prepare for meetings, conferences, and events, including drafting agendas, assembling materials, recording minutes, and tracking follow-up actions
• Serve as a primary point of contact for internal staff and external stakeholders; receiving, screening, and directing communications and correspondence
• Draft, review, format, and distribute correspondence, memoranda, reports, presentations, and spreadsheets
• Plan and coordinate programmatic activities and events for youth, families, staff, and external partners, including large-scale and employee recognition events
• Maintain administrative records, files, contact databases, and documentation systems in accordance with agency procedures
• Manage incoming telephone calls, mail, scanning, filing, and providing basic technical and administrative support
• Maintain inventory of office supplies and placing orders as necessary
• Provide administrative support for special projects and initiatives, including occasional offsite support for meetings and events, which may include a secure youth detention facility, in accordance with applicable safety and security requirements

Additional Information

This position has been reposted. Previous applicants do not need to reapply.

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 212-676-6955.

Minimum Qualifications

• A baccalaureate degree from an accredited college and three 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 four 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 five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
• 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 3½ years.

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.

, $66,062.00 – $100,958.00