Office Manager

Cityofnewyork; New York (NY); On-site; USD 65,000 - 85,000; Full time

Job summary

City of New York's HASA center seeks a Principal Administrative Associate II to function as an Office Manager, overseeing clerical staff and payroll processes. You will coordinate with central offices on personnel matters and ensure efficient office operations within the HASA Center.

The role requires strong supervisory experience, attention to budget reconciliation, and proficiency with MIS systems. Hours are 9:00 am–5:00 pm, with responsibilities spanning requisitions, payroll, and staff

Qualifications

• A baccalaureate degree or higher with two years of full-time progressively responsible clerical/administrative experience, including supervisory duties.
• An associate degree with 60 college credits and three years of relevant experience, one year in supervision.
• A high school diploma or equivalent with four years of clerical/administrative experience, including supervisory responsibilities.

Responsibilities

• Supervise the Office Manager's staff (Clerical Associate II, temporaries, WEPS) and ensure proper requisition and reconciliation of supplies and furniture.
• Liaise with Office of Staff Resources and Central Office on personnel issues, benefits, and related staff matters.
• Coordinate with utility companies to prevent shutoffs and manage abeyance accounts for unpaid balances.
• Reconcile budget reports for sub-imprest funds, receipts, and W717s with Accounts Payable and Recording.
• Prepare payroll sheets for checks or direct deposits and maintain staff records; liaise on misrouted checks and salary adjustments.
• Serve as MIS site liaison for WMS, AIRS, and FACTORs: provide access, training, and issue resolution.

Skills

Supervisory experience

Office management

Payroll coordination

Education

Bachelor degree or higher

Associate degree

High school diploma

Job description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPLE ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE

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 HIV/AIDS Services Administration (HASA) is the most comprehensive program of its kind in the country, helping New Yorkers living with HIV or AIDS live healthier and more independent lives. We assist with an individualized service plan that targets the support and necessary benefits that are specific to a client's medical situation that will enhance his or her well-being. HASA provides intensive case management, rental assistance, emergency and non-emergency housing, and assistance with applying for public benefits and services including Medicaid, food stamps and cash assistance. HASA also provides vocational services that prepare clients for work. With counselors to help identify barriers to employment, clients can select vocational goals and receive support. Other HASA's services include home care and homemaking services, mental health and substance abuse screening and treatment referrals, transportation assistance, referrals to community-based organizations, and SSI or SSD applications and appeal.

Under the direction of the Administrative Director of Social Services, with considerable latitude for independent action or decision, the Principal Administrative Associate II, Office Manager, performs difficult and responsible supervisory and administrative work, which enables the HASA centers to function optimally. The Office Manager's office is an essential component within the HASA Center, where diverse responsibilities are initiated and ultimately completed, ranging from the requisition of supplies to the disbursement of payroll, along with a vast assortment of responsibilities that are essential to the staff that function within the HASA Center.

HIV/AIDS Services Administration is recruiting for one (1) Principal Administrative Associate II to function as an Office Manager who will:

• Supervise the functions of the Office Manager's office and staff (Clerical Associate II, office temporaries, and WEPS) working as: messengers, stock room liaisons, and in various clerical support capacities to ensure that all responsibilities handled by these individuals is proficient and that requisitions for supplies, forms, and furniture are accurately reconciled and placed according to stock room specifications.
• Liaise with Office of Staff Resources and Central Office regarding all personnel issues, disciplinaries, charges, saving bonds, employee benefits, etc., for the entire staff located within the HASA center.
• Liaise with all utility companies to prevent utility shut offs, meter removals, and initiates abeyance accounts for unpaid utility balances not paid by Human Resources Administration.
• Reconcile a variety of budgetary reports through recapitulation for sub-imprest funds, consumer receipts and W717s directly with the Division of Accounts Payable and Recording.
• Prepare payroll sheets for check or direct deposit disbursement and reviews staff records on a continuum to amend staff information to reflect all changes; liaisons with Central Office and Office of Payroll Administration to locate misrouted checks and submit necessary documentation for salary advancement if criteria are met.
• Act as Management Information Systems site liaison for WMS, AIRS, and FACTORs systems: requests passwords for staff, trains staff on systems screens and performs location system checks as advised by MIS to correct system malfunctions.

Hours/Schedule: 9:00 am- 5:00 pm

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

1. 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
2. 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
3. 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