EXECUTIVE ASSISTANT

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 serve as an Executive Assistant in the Deputy Commissioner’s office.

You will manage calendars, coordinate meetings, screen communications, draft confidential letters, maintain filing systems, arrange travel, process training requests, and liaise with ITS, Administration, HCM, and payroll to ensure smooth operations.

Qualifications

• Bachelor's degree and two years of related clerical/administrative experience, including supervisory work.
• Associate degree and three years of related experience, including supervision.
• High school diploma with four years of related experience, including supervision.
• Education/experience equivalent to above with supervisory experience.

Responsibilities

• Coordinate and maintain calendar for the Deputy Commissioner and schedule appointments.
• Organize meetings, reserve space, prepare materials and coordinate attendees.
• Screen incoming communications and route priorities to appropriate staff.
• Prepare confidential correspondence and keep filing systems up to date.
• Arrange travel, obtain approvals, and process training requests.
• Oversee supplies and act as liaison with other departments.

Skills

Self-motivated

Detail oriented

Highly organized

Work under pressure

Project management

Data handling

Education

Bachelor degree

Associate degree

High school diploma

Job description

APPLICANTS MUST BE PERMANENT IN PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE CHANGE.
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 Human Resources Administration (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. As the largest local social services agency in the country, HRA helps more than three million New Yorkers annually through the administration of more than 15 major public assistance programs.
Housing Services Administration is a division of New York City's Department of Social Services that oversees housing stability and rehousing efforts. HSA administers rental assistance, housing supply, and placement programs to help individuals and families exit shelter, prevent homelessness, and secure safe, affordable housing across the city.
The Office of Support services. Supportive Housing and Specialized Services works closely with other divisions of DSS/HRA/DHS and with other governmental and non-governmental providers to create new programs and to integrate and refine existing services so that clients experiencing homelessness and those at risk can move into safe, affordable housing that best supports their stability and integration in the community.
Under the direction of the Deputy Commissioner, Office of Supportive Housing and Specialized Services, with great latitude for independent initiative, judgment and decision-making serves as an executive assistant in the Deputy Commissioner's office. S/he performs challenging and responsible administrative work and professional functions for the Department.
The Human Resources Administration (HRA) is recruiting for one (1) Principal Administrative Associate III to function as an Executive Assistant for the Office of the Deputy Commissioner, who will:

• Coordinate and maintain calendar for the Deputy Commissioner by scheduling, recording and confirming appointments.
• Schedule and organize meetings for Deputy Commissioner and Assistant Deputy Commissioners; including coordinating meeting attendees, contacting presenters/speakers, reserving space, securing building access and preparing materials.
• Screen/monitor incoming communications for the Deputy Commissioner. Assess priority/critical nature of communications and routes appropriately. Provide information and answers questions when appropriate.
• Reviews and screens all incoming mail. Establishes and maintains administrative controls. Determines critical priorities that require the Deputy Commissioner's immediate attention and routes, if appropriate, to program area to ensure prompt, accurate responses. Maintains correspondence control system. Establishes and maintains a reporting mechanism for all overdue correspondence including follow-up.
• Prepare confidential correspondence, letters and memoranda, and drafts some letters and reports for the Deputy Commissioner and key administrative staff in Supportive Housing.
• Maintain filing systems and databases containing confidential information regarding program operations.
• Coordinate all travel requests for conferences. Ensure travel arrangements are made in accordance with agency guidelines. Obtain signoffs in a timely manner. Collect appropriate documentation for forwarding to appropriate areas.
• Coordinate/process all OSAHS requests for training internal and external by verifying information and by accurately and appropriately routing to other areas for processing.
• Oversee and monitor the ordering and distribution of supplies for the Department, including preparing space for new hires.
• Serve as a liaison with other HRA departments (ITS, Administration, HCM, payroll) to ensure the efficient running of the office.
  

Hours/Schedule: Monday-Friday 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

• Self-motivated, detail oriented, highly organized professional with the ability to work well under pressure and thrive in a fast-paced environment. - Experience managing staff with diverse skill sets and experience. - Experience and knowledge of affordable and supportive housing in NYC specific knowledge of DHS shelter and street homeless systems, supportive housing, and City's rental assistance programs. - Excellent oral, written, and presentation skills. - Experience working with large data sets and synthesizing reports outside of centralized data systems. - Demonstrated ability to interface with senior level staff, including Commissioners, Executive Directors, including both the City and State stakeholders, as well as non-governmental organizations. - Experience with project management, tracking systems, and coordinating across multiple entities and systems to meet deliverables. - Knowledge of housing or supportive services to vulnerable populations, including but not limited to the homeless, mentally ill, substance users, persons living with HIV, and low-income individuals and families. - Experience developing, implementing and adjusting performance metrics for the unit.
  

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.