OFFICE MANAGER

Jobf0; New York (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

HAS A, HIV/AIDS Services Administration within the NYC Department of Social Services, seeks a Principal Administrative Associate II to manage the HASA Center office. The role oversees clerical staff, payroll processing, and coordination with central offices to ensure staff records and benefits are accurate.

Under the Administrative Director, you will supervise office operations, liaise with utilities and accounts payable, and act as the MIS site liaison for key systems, ensuring efficient

Qualifications

• Bachelor degree and two years of supervisory clerical/administrative experience, or
• Associate degree and three years of clerical/administrative experience including one year supervisory
• Four-year high school diploma and four years of clerical/administrative experience including supervisory, or
• Equivalency with supervisory requirement and one year of supervisory experience.

Responsibilities

• Supervise the Office Manager’s office staff and clerical personnel to ensure accurate handling of supplies, forms, and payroll.
• Coordinate with Office of Staff Resources and Central Office on personnel issues and benefits for HASA staff.
• Liaise with utility companies to prevent shutoffs and manage budgetary reports and accountability with Accounts Payable.
• Prepare payroll sheets and monitor staff records, coordinating with Central Office and Payroll for changes and misrouted payments.
• Serve as MIS site liaison for WMS, AIRS, and FACTORs systems and troubleshoot system issues.

Education

Bachelor degree + 2 years supervisory experience

Associate degree + 3 years supervisory experience

High school diploma + 4 years supervisory experience

Education/experience equivalency with supervisory requirement

Job description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL 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: 9:00a- 5:00p

PRINCIPAL ADMINISTRATIVE ASSOC – 10124

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.

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.