Executive Assistant

City of New York; New York (NY); On-site; USD 85,000 - 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. The role involves confidential clerical work, complex scheduling, and drafting correspondence to support management within regulatory guidelines.

Responsibilities include maintaining the Deputy's calendar, responding to inquiries, coordinating with staff, and handling special projects.

Qualifications

• A baccalaureate degree and four years of progressive clerical/administrative experience requiring independent decision-making concerning program management or planning.
• An associate degree and five years of relevant experience with supervisory responsibility.
• A high school diploma and six years of relevant experience with supervisory responsibility.
• Education/experience equivalent to the above, with 18 months in supervisory capacity.

Responsibilities

• Schedule appointments and manage the Deputy Executive Director's Outlook calendar.
• Draft/edit letters, memos, and other correspondence.
• Support program planning and development by researching issues and proposing solutions.
• Maintain liaison between agencies/units and facilitate cooperative activities.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Visio

Communication skills

Education

Baccalaureate degree

Associate degree

High school diploma

Tools

None

Job description

Executive Assistant to the Deputy Executive Director of Payroll Operations

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.

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

Preferred Skills

• Excellent skills with Microsoft products (Outlook, Word, Excel, PowerPoint, SharePoint, and Visio).
• Excellent written and oral communication skills

Additional Information

#O-195

Hours/Shift

35 Hours/Day Shift

Work Location

5 Manhattan West, New York, NY

Minimum 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.

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.