OFFICE MANAGER

City of New York; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job description

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 includes 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 application and appeal.

HIV/AIDS Services Administration is recruiting for two (2) Principal Administrative Associate II to function as an Office Manager who will:

Under the direction of the Administrative Director of Social Services, M-I 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 requisitioning 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.

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 in regard to 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 submits necessary documentation for salary advancement if criteria is 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.

Salary Range: $66,672.00

Work Location: 33-28 Northern Blvd, Long Island City, NY

109 East 16th Street, New York

Hours/Schedule: 9:00a- 5:00p

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three 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 four 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 five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;
4. 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 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.