Production Support Associate

New-York-City-Department-of-Citywide-Administrative-Services; New York (NY); On-site; USD 42,000 - 65,000; Full time

Job summary

The Department of Citywide Administrative Services (DCAS) seeks a Production Support Associate to support the City Record publication and daily operations. You will contribute to proofreading, data entry, invoicing, and publication workflows in a fast-paced environment.

Ideal candidates bring strong proofreading, typing speed, and Microsoft Word/Excel skills, with a customer-service mindset and ability to meet tight deadlines. The role supports citywide notices and publication processes.

Qualifications

• Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Word and Excel.
• Excellent proofreading and attention-to-detail skills.
• Ability to provide consistent operational support in a unit with daily publication deadlines and time-sensitive production requirements.
• Strong customer service and organizational skills.
• Knowledge of Adobe InDesign is preferred.

Responsibilities

• Proofread the daily City Record and incoming submissions for accuracy, consistency, and compliance with publication requirements.
• Answer telephones and respond to inquiries from agencies, vendors, subscribers, and members of the public.
• Assist agency users with questions related to the City Record Online (CROL) submission system.
• Provide support to current and prospective vendors navigating City Record websites and processes.
• Respond to correspondence received through the CROL "Contact Us" portal.
• Prepare the monthly City Record Index.
• Enter and maintain records of all incoming notices in the City Record tracking database.
• Assist agencies with preparing, formatting, and submitting notices for publication.
• Review, edit, and process notices as needed to ensure compliance with publication standards.
• Process subscriber requests and distribute sample issues.
• Prepare invoices, process payments, and maintain related records.
• Coordinate weekly subscriber mailing lists and distribution activities.
• Prepare monthly performance indicators and operational reports.
• Package and organize City Record issues for archival scanning and records retention purposes.
• Perform data entry, filing, and other administrative support functions.
• Assist with special projects related to publication modernization, system enhancements, and operational improvements.

Skills

Typing 100 wpm

Strong written and verbalcommunication

Education

High school diploma or equivalent

Tools

Microsoft Word

Excel

Adobe InDesign

Job description

DCAS's mission is to make city government work for all New Yorkers. From managing New York City’s most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York.

Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including:

• Recruiting, hiring, and training City employees.
• Managing 56 public buildings.
• Acquiring, selling, and leasing City property.
• Purchasing over $1 billion in goods and services for City agencies.
• Overseeing the greenest municipal vehicle fleet in the country.
• Leading the City's efforts to reduce carbon emissions from government operations.

When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

The Department of Citywide Administrative Services (DCAS) seeks to hire a Production Support Associate to work within the Office of The City Record. The City Record is the official journal of the City of New York and is published each weekday, excluding legal holidays. The publication contains notices related to public hearings and meetings, court notices, property disposition, procurement solicitations and awards, agency rules, personnel actions, and other legally required public notices.

The selected candidate will provide administrative, production, and customer support services to assist in the daily operation of The City Record. Responsibilities will include, but are not limited to:

• Proofread the daily City Record and incoming submissions for accuracy, consistency, and compliance with publication requirements.
• Answer telephones and respond to inquiries from agencies, vendors, subscribers, and members of the public.
• Assist agency users with questions related to the City Record Online (CROL) submission system.
• Provide support to current and prospective vendors navigating City Record websites and processes.
• Respond to correspondence received through the CROL "Contact Us" portal.
• Prepare the monthly City Record Index.
• Enter and maintain records of all incoming notices in the City Record tracking database.
• Assist agencies with preparing, formatting, and submitting notices for publication.
• Review, edit, and process notices as needed to ensure compliance with publication standards.
• Process subscriber requests and distribute sample issues.
• Prepare invoices, process payments, and maintain related records.
• Coordinate weekly subscriber mailing lists and distribution activities.
• Prepare monthly performance indicators and operational reports.
• Package and organize City Record issues for archival scanning and records retention purposes.
• Perform data entry, filing, and other administrative support functions.
• Assist with special projects related to publication modernization, system enhancements, and operational improvements.

Only permanent employees in the civil service title of Clerical Associate or those reachable on the active list are eligible to apply.

Minimum Qualifications

Qualification Requirements A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.

Skills Requirement Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Preferred Skills

• Strong written and verbal communication skills.
• Proficiency in Microsoft Word and Excel.
• Excellent proofreading and attention-to-detail skills.
• Ability to provide consistent operational support in a unit with daily publication deadlines and time-sensitive production requirements.
• Strong customer service and organizational skills.
• Knowledge of Adobe InDesign is preferred.

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.