Facility Manager Assistant

City of New York; Lincoln (NE); Hybrid; USD 40,000 - 65,000; Full time

Job summary

Join a dynamic team at a leading public health department dedicated to improving the lives of New Yorkers. As a Clerical Support, you'll play a crucial role in ensuring the smooth operation of health services across the city. Your responsibilities will include preparing reports, coordinating with community groups, and supporting facility management. This position offers unmatched benefits, job security, and the opportunity to make a real difference in public health. If you're passionate about serving the community and thrive in a fast-paced environment, this role is perfect for you.

Benefits

Premium-free health insurance

Public sector pension plan

Tax-deferred savings program

Worksite Wellness Program

Flexible work from home policy

Qualifications

• Experience in clerical and administrative support roles.
• Ability to manage multiple tasks and prioritize effectively.

Responsibilities

• Prepare daily facility reports and assist in inspections.
• Coordinate program needs and respond to community inquiries.
• Assist Facility Manager with scheduling and reporting.

Skills

Clerical Skills

Communication Skills

Organizational Skills

Supervisory Experience

Education

Baccalaureate Degree

Associate Degree

High School Diploma

Job description

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.

Division/Program Summary:

The Bureau oversees district health centers across New York City’s five boroughs, ensuring seamless daily operations. District Operations Custodial staff manages cleaning, maintenance, and building needs while ensuring all facilities comply with state regulations and standards. Their efforts promote a safe and efficient environment for staff and the public.

The New York City Department of Health and Mental Hygiene (DOHMH), a recognized leader and innovator in public health and mental hygiene services, seeks a dynamic Clerical Support to join its challenging, fast-paced Bureau of Operations. The Bureau of Operations provides infrastructure and general business services to the agency, to support effective and efficient delivery of public health services. The Bureau of Operations values and encourages enthusiastic individuals devoted to excellence.

Job Duties and Responsibilities:

1. The Clerical staff prepares draft daily facility reports for the Facility Manager and ensures corrective actions are taken.
2. Acts as liaison with the Facility Manager and assists in walkthroughs for facility inspections at District Health Centers.
3. Monitoring voter registration forms & public distribution.
4. Prepares and submits PASSPort Orders.
5. Works with the custodial team to ensure equipment are maintained and supplies are adequate.
6. Oversees, follows up, and submits Facility Service Requests.
7. Responds to complaints on behalf of the Facility Manager to ensure satisfaction of program staff and patients.
8. Assists in Safety & Health training for Custodial Staff.
9. Facilitates complaints received from surrounding communities regarding district health centers.
10. Coordinates program needs in the District Health Centers.
11. Provides outreach information to Community Groups and visitors.
12. Assists the Facility Manager with scheduling meetings for program staff and community groups at all assigned facilities.
13. Responds to community questions and directs calls appropriately.
14. Assists with distribution and tracking of voter registration forms.
15. Represents the Facility Manager at monthly planning meetings, ensuring smooth communication between program and operations staff.
16. Updates monthly and annual reports, including SOPs, Emergency Evacuation Plans, and Operations Contact Lists.
17. Works with the Facility Manager on renovations and space management.

Why you should work for us:

• Benefits: City employees enjoy unmatched benefits, including:
  • a premium-free health insurance plan saving over $10K annually (2024 assessment),
  • additional health, fitness, and financial benefits based on union/benefit fund,
  • a public sector pension plan with steady retirement payments,
  • a tax-deferred savings program,
  • a Worksite Wellness Program.
• Work From Home Policy: Depending on the position, up to two days per week may be remote.
• Job Security: Greater stability than private sector roles, contributing to NYC’s health.

About NYC Health Department:

Established in 1805, it is the oldest and largest health department in the U.S., dedicated to protecting and improving NYC residents’ health through diverse programs and services. Our mission is to ensure every resident achieves optimal health, addressing issues from food safety to mental health and social justice. We are a global leader in public health innovation, with a history of scientific advancements.

Join us and make a difference in the lives of all New Yorkers!

Commitment to Equity:

The City of New York is an inclusive employer committed to diversity and providing a harassment-free workplace. We offer accommodations for applicants with disabilities. For assistance, contact Sye-Eun Ahn at [e-mail] or 347-396-6549.

Principal Administrative Associate - 10124

Minimum Qualifications:

1. Baccalaureate degree plus three years of progressively responsible clerical/administrative experience, including one year in a supervisory role.
2. Associate degree or 60 semester credits plus four years of relevant experience, including supervisory experience.
3. High school diploma or equivalent plus five years of relevant experience, including supervisory experience.
4. Equivalent education and/or experience, with at least one year of supervisory experience. Education credits can substitute for experience at a rate of 30 semester credits = 6 months, up to 3.5 years.

55a Program:

This position is open to qualified persons with disabilities under the 55-a Program. Please indicate your interest at the top of your resume and cover letter.

Public Service Loan Forgiveness:

You may be eligible for federal and state loan repayment programs. More information at https://studentaid.gov/pslf/.

Residency Requirement:

NYC residency generally required within 90 days of appointment. Some employees may reside in nearby counties after two years of service. Discuss with your interviewer.

Additional Information:

We are committed to diversity and equal opportunity employment, providing accommodations for applicants with disabilities.