OFFICE MANAGER

HRA/DEPT OF SOCIAL SERVICES; New York (NY); On-site; USD 60,000 - 85,000; Full time

Job summary

The Department of Social Services (DSS) / HIV/AIDS Services Administration (HASA) is seeking a Principal Administrative Associate II to serve as an Office Manager at a HASA center in New York City. The role involves supervising clerical staff, coordinating payroll and requisitions, and liaising with central offices on personnel and budget matters.

Hours are 9:00 am to 5:00 pm. Residency requirements apply in accordance with NYC policy.

Qualifications

• A baccalaureate degree with two years clerical/administrative experience, including supervisory duties.
• An associate degree or 60 credits with three years clerical/administrative experience including supervisory duties.
• A high school diploma with four years clerical/administrative experience including supervisory duties.
• Education/experience equivalent with one year supervisory experience; substitution allowed.

Responsibilities

• Supervise the Office Manager’s staff and functions.
• Liaise with Office of Staff Resources and Central Office on personnel issues.
• Coordinate utility management to prevent shut-offs and manage arrears.
• Reconcile budgetary reports and imprest funds; coordinate payroll documentation.
• Act as MIS site liaison for WMS, AIRS, and FACTORs; assist staff with systems.
• Work schedule: 9:00 am–5:00 pm.

Education

Baccalaureate degree + 2 years clerical/administrative experience including supervisory duties

Associate degree or 60 credits + 3 years clerical/administrative experience including supervisory

High school diploma + 4 years clerical/administrative experience including supervisory

Education/experience equivalent with 1 year supervisory experience

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

Minimum Qualifications

• 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 of the administrative supervisory experience as described in "1" above; or
• 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 3 year.

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.