ONBOARDING SCHEDULING COORDINATOR

NYC Department of Social Services; New York (NY); On-site; USD 45,000 - 75,000; Full time

Job summary

Join a dedicated team at a prominent public service agency focused on improving lives in New York City. As a Principal Administrative Associate III, you'll play a vital role in coordinating onboarding processes and ensuring smooth operations within the Human Resources Solutions department. Your expertise in administrative functions, combined with strong communication skills, will help facilitate essential services that support the city's commitment to fighting poverty and homelessness. This position offers a unique opportunity to contribute to meaningful change while working in a dynamic and inclusive environment. If you're passionate about public service and have the skills to make a difference, this role is perfect for you.

Qualifications

• 3+ years of administrative experience, including supervisory roles.
• Proficiency in Microsoft Office and various HR systems.

Responsibilities

• Coordinate onboarding scheduling and manage employee records.
• Ensure timely communication and processing of hiring transactions.

Skills

Administrative Experience

Clerical Skills

Communication Skills

Scheduling Coordination

Report Generation

Education

Baccalaureate Degree

Associate Degree

High School Diploma

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

NYCAPS

HRTS

SharePoint

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.

Human Resources Solutions (HRS) support the human resources needs of the Department of Social Services, the Human Resources Administration, and the Department of Homeless Services through strategic partnership and collaboration, with the goal of creating an inclusive, motivated, and client-centered workforce.

Position Overview

Human Resources Solutions (HRS) is recruiting for one (1) Principle Administrative Associate III to function as an Onboarding Scheduling Coordinator, who will:

1. Utilize a variety of computer systems/tools, and programs including but not limited to Microsoft Outlook, Word, Excel, the New York City Automated Personnel System (NYCAPS), Personnel Management System (PMS), Comprehensive Personnel System (CPS), Photo ID Request System (PIRS), Human Resources Tracking System (HRTS), and Personnel Action Requests (PAR) Detail Report to cross check/verify the acceptability of the electronic records and requests found within the Comprehensive Personnel Document (CPD-B) package, job posting, PRISE, RESUME, and TCN that are uploaded or added to virtual or paper folders in (i.e., SharePoint, Solutions Xchange) and refer for scheduling in Human Resources Tracking System (HRTS). Ensure there are no discrepancies prior to scheduling/disseminating work to mitigate processing errors, and that scheduled appointments are recorded accurately and timely.
2. Correspond with the Quality Assurance Unit to ensure all incoming calls/emails responses are prompt and relayed in a professional manner. Coordinate agency processing appointments for employee onboarding transactions by scheduling, rescheduling, removing, and adding as needed to accommodate Agency priorities, changes, or unexpected occurrences with candidates and/or processors, communicating updates and changes to all relevant parties in a timely manner.
3. Track and generate reports from HRTS to monitor incoming and outgoing virtual and paper folders by effectively communicating with various Recruitment and Onboarding departments such as Civil Service Initiatives (CSI), Recruitment Strategies (RS), Recruitment Data Control (RDC), Recruitment and Onboarding (R&O), and Onboarding Quality Assurance (OQA) to ensure onboarding transactions are routed accordingly.
4. Process hiring transactions assigned to the Quality Assurance team ensuring timely assignment and completion of Introductory Notices (M-731’s and Managerial Letters) that are distributed to support staff on a weekly basis.
5. Provide daily new hire reports and data generated from HRTS/new hire logs for the DSS Hiring Plan for supervisory review to ensure reports designated for the Commissioner’s office are accurate and timely.
6. Manage and track correspondence pertaining to carry over leave balances (DP2001) ensuring information is relayed and responses are received by liaising with other NYC agencies on a continuous basis.
7. Coordinate the preparation of the Department of Investigation (DOI) records, verifying whether the candidates meet the DOI Criteria. Assist with coordinating Conflict of Interest Board (COIB) inquiries and resolution.
8. Produce and/or replace photo Identification cards for all Agency employees and for all successfully processed actions.
9. Ensure non-selection notices and declination notices are processed accurately, mailed timely daily, and tracked via excel spreadsheet.

Work Location

4 World Trade Center, New York, NY

Hours/Schedule

10:00 AM to 6:00 PM

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.