EXECUTIVE ASSISTANT

Job Description

APPLICANTS MUST BE PERMANENT IN PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE CHANGE.

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 Human Resources Administration (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. As the largest local social services agency in the country, HRA helps more than three million New Yorkers annually through the administration of more than 15 major public assistance programs.

Housing Services Administration is a division of New York City’s Department of Social Services that oversees housing stability and rehousing efforts. HSA administers rental assistance, housing supply, and placement programs to help individuals and families exit shelter, prevent homelessness, and secure safe, affordable housing across the city.

The Office of Support services. Supportive Housing and Specialized Services works closely with other divisions of DSS/HRA/DHS and with other governmental and non-governmental providers to create new programs and to integrate and refine existing services so that clients experiencing homelessness and those at risk can move into safe, affordable housing that best supports their stability and integration in the community.

Under the direction of the Deputy Commissioner, Office of Supportive Housing and Specialized Services, with great latitude for independent initiative, judgment and decision-making serves as an executive assistant in the Deputy Commissioner’s office. S/he performs challenging and responsible administrative work and professional functions for the Department.

The Human Resources Administration (HRA) is recruiting for one (1) Principal Administrative Associate III to function as an Executive Assistant for the Office of the Deputy Commissioner, who will:

- Coordinate and maintain calendar for the Deputy Commissioner by scheduling, recording and confirming appointments.

- Schedule and organize meetings for Deputy Commissioner and Assistant Deputy Commissioners; including coordinating meeting attendees, contacting presenters/speakers, reserving space, securing building access and preparing materials.

- Screen/monitor incoming communications for the Deputy Commissioner. Assess priority/critical nature of communications and routes appropriately. Provide information and answers questions when appropriate.

- Reviews and screens all incoming mail. Establishes and maintains administrative controls. Determines critical priorities that require the Deputy Commissioner’s immediate attention and routes, if appropriate, to program area to ensure prompt, accurate responses. Maintains correspondence control system. Establishes and maintains a reporting mechanism for all overdue correspondence including follow-up.

- Prepare confidential correspondence, letters and memoranda, and drafts some letters and reports for the Deputy Commissioner and key administrative staff in Supportive Housing.

- Maintain filing systems and databases containing confidential information regarding program operations.

- Coordinate all travel requests for conferences. Ensure travel arrangements are made in accordance with agency guidelines. Obtain signoffs in a timely manner. Collect appropriate documentation for forwarding to appropriate areas.

- Coordinate/process all OSAHS requests for training internal and external by verifying information and by accurately and appropriately routing to other areas for processing.

- Oversee and monitor the ordering and distribution of supplies for the Department, including preparing space for new hires.

- Serve as a liaison with other HRA departments (ITS, Administration, HCM, payroll) to ensure the efficient running of the office.


Hours/Schedule: Monday-Friday 9am-5pm

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.