Principal Adminstrative Associate

DEPT OF ENVIRONMENT PROTECTION; New York (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

The New York City Department of Environmental Protection (DEP) is seeking a Principal Administrative Assistant for the Bureau of Wastewater Treatment to support program managers and teams.

This permanent civil service role requires strong organizing skills, experience in administrative supervision, and proficiency with office software. The successful candidate will manage records, draft memos, coordinate meetings, and provide high-quality customer service to internal and external stakeholders.

Qualifications

• A baccalaureate degree and 3 years of full-time clerical/administrative experience, with at least 1 year supervising staff.
• An associate degree or 60 credits and 4 years of clerical/administrative experience, including supervisory experience.
• A high school diploma and 5 years of clerical/administrative experience, with supervisory responsibility.
• Equivalent education/experience to the above, with 1 year of supervisory experience required.

Responsibilities

• Provide administrative support to program managers and project teams
• Maintain program files and records for project, deliveries, and equipment tracking
• Draft Job postings / Job Analysis / Justification memos
• Assist with data entry and tracking of metrics
• Schedule and coordinate meetings, interviews, and events
• Prepare and distribute program correspondence, reports, and presentations
• Provide customer service to internal and external stakeholders

Skills

Excellent organizational and multitask

Strong written and verbal comms

Office software proficiency

Confidentiality handling

Education

Baccalaureate degree

Associate degree / 60 credits

High school diploma or equivalent

Education/experience equivalent with supervisory experience

Job description

***IMPORTANT NOTE: Only those currently serving as permanent or probable permanent, i.e. probationary, (Principal Administrative Assistant) will be considered.***

The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.

The Bureau of Wastewater Treatment (BWT) is responsible for the operation and maintenance of all facilities related to the treatment of sewage within the five boroughs of the City. This includes 14 wastewater treatment plants, sludge dewatering facilities, collections facilities (pumping stations, combined sewer overflow retention facilities, regulators, tide gates, etc.), wastewater laboratories and harbor vessels.

Key Responsibilities

• Provide administrative support to program managers and project teams
• Maintain program files and records for project, deliveries, and equipment tracking
• Draft Job postings / Job Analysis / Justification memos
• Assist with data entry and tracking of metrics
• Schedule and coordinate meetings, interviews, and events
• Prepare and distribute program correspondence, reports, and presentations
• Provide customer service to internal and external stakeholders

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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.

Preferred Skills

• Excellent organizational and multitasking abilities.
• Strong written and verbal communication skills.
• Proficiency with office software (e.g., Microsoft Office Suite).
• Ability to handle sensitive information with confidentiality.

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.