Executive Assistant

Off of Payroll Administration; New York (NY); On-site; USD 70,000 - 110,000; Full time

Job summary

The NYC Financial Information Services Agency-Office of Payroll Administration (FISA-OPA) seeks an Executive Assistant to the Deputy Executive Director of Payroll Operations. Responsibilities include confidential clerical work, calendar management, drafting letters, and coordinating with multiple agencies.

The role requires strong written and oral communication, plus the ability to manage special projects and maintain orderly records.

Qualifications

• A bachelor's degree and 4 years of clerical/administrative experience with independent decision-making.
• An associate degree and 5 years of clerical/administrative experience, including supervisory experience.
• A high school diploma and 6 years of clerical/administrative experience, including supervisory experience.

Responsibilities

• Perform confidential clerical operations including scheduling appointments and managing calendars.
• Draft and edit letters, memos, and correspondence with proper agency format and discretion.
• Assist in program planning and development by researching problems and proposing solutions.
• Maintain liaison between agencies and units to facilitate cooperative activities.
• Receive and direct visitors, provide information, and route to appropriate staff.

Skills

Outlook

Word

Excel

PowerPoint

SharePoint

Visio

Written and verbal communication

Education

Bachelor's degree

Associate degree

High school diploma or equivalent

Job description

The NYC Financial Information Services Agency-Office of Payroll Administration (FISA-OPA) is seeking a motivated and eager candidate who will serve as the Executive Assistant to the Deputy Executive Director of Payroll Operations. With wide latitude for the exercise of independent judgment, the selected candidate will provide assistance and support to the Payroll Operations Division and will be responsible for the following tasks:

– Perform difficult and responsible clerical operations with confidentiality and discretion, such as scheduling appointments, responding to telephone inquiries, maintaining the Deputy Executive Director of Payroll Operations’ Outlook calendar, typing and preparing documents;

– Draft and edit letters, memos or other correspondence by determining and communicating required information while exercising judgment & discretion, following rules of composition and agency formats;

– Provide assistance in program planning and development, by researching problems and recommending solutions, to assist management in meeting goals within regulations;

– Maintain liaison between two or more agencies/units by obtaining/conveying information & providing feedback, in order to facilitate cooperative activities;

– Receive, screen & direct visitors to agency offices by welcoming, questioning and/or announcing visitors, as well as providing visitors with information, where possible to aid in reaching appropriate staff;

– Maintain related records and orderly filing system and;

– Perform special projects, as required.

Preferred Skills

– Excellent skills with Microsoft products (Outlook, Word, Excel, PowerPoint, SharePoint, and Visio).

– Excellent written and oral communication skills

#O-195

Hours/Shift:
35 Hours/Day Shift

Work Location:
5 Manhattan West, New York, NY

ADM MANAGER-NON-MGRL FRM M1/M2 – 1002C

Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in “1” above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or
3. A four-year high school diploma or its educational equivalent and six years of
satisfactory, full-time progressively responsible experience as described in “1”
above, 18 months of which must have been in an administrative, managerial,
executive or supervisory capacity. The supervisory work must have been in the
supervision of staff performing clerical/administrative work of more than
moderate difficulty; or
4. Education and/or experience equivalent to “1”, “2” or “3” above. However, all
candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in “1”, “2” or “3” above. Education above
the high school level may be substituted for the general clerical/administrative
experience (but not for the administrative, managerial, executive or supervisory
experience described in “1”, “2” or “3” above) at a rate of 30 semester credits
from an accredited college for 6 months of experience up to a maximum of 3½
years.

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.