Principal Assistant To Deputy Commissioner

1 month ago

Manhattan, United States New York City, NY Full time

Under general direction of the Deputy Commissioner of OCSS Program Operations with wide latitude for independent initiative, judgment, and decision-making the Principal Assistant to the Deputy Commissioner of Program Operations will provide support to OCSS leadership including the Deputy Commissioner's direct reports, namely the Assistant Deputy Commissioners of the: Borough Offices & Court Services, Fiscal Operations, and the Management, Analysis, Quality and Data. S/he is responsible for managing and executing a wide range of administrative and executive support-related tasks. S/he serves as point of contact for internal and external managers, stakeholders, and community representatives on matters pertaining to the Executive Office and assists with special projects. The projects range from coordinating special events to overseeing collaborative efforts with other program areas, other agencies or community-based organizations.

The Office of Child Support Services (OCSS) is seeking one (1) Principle Administrative Associate III to function as a Principal Assistant to Deputy Commissioner.

The Principal Assistant to the Deputy Commissioner will:

* Provide direct support to the Deputy Commissioner of Program Operations and his/her direct reports;

Borough Offices & Court Services, Fiscal Operations and Management, Analysis, Quality and Data

and assists the Executive Deputy Commissioner (EDC) when needed. Book conference rooms for staff and managers and enters visitors into the building visitor's portal to attend the meetings.

* Coordinate and schedule conference calls for both internal and external city agencies,

the State and other community partners. Assist with arranging, coordinating and implementing events.

Flag important emails from the HRA Administrator's or Commissioner's office. Prioritize and

follows-up on incoming correspondence, phone calls, and/or email of sensitive or confidential nature to

determine the most effective and appropriate action, referral or response.

* Work with administrative staff in other areas of the agency when additional assistance is needed.

Supervise professional temporary staff proving clerical assistance in the executive office. Review,

categorize and store executive letters, reports, memos and articles and uploads a copy of them in the

Virtual File Cabinet. Ensure paper files are organized and easily accessible. Prepare memos and letters

for internal and external audiences.

* Prepare paperwork related to travel, i.e., memos requesting approval for out-of-town travel and

advance funding for executives. Assist in the coordination of travel for those who attend meetings out of

state. Prepare expense reports when travel is completed. Work with appropriate DSS areas to secure

travel approvals, advance funding, and reimbursement.

* Plan and organize meetings about new programs with community partners and other city and state

agencies by preparing agendas and taking minutes for the Deputy Commissioner.

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 verbal and written communication skills - Ability to multi-task and remain calm under pressure - Excellent organizational and problem-solving abilities - Experience with event planning - Ability to conduct research - Proficient computer skills - Microsoft suite applications (Excel, Word, Outlook ) - Strong interpersonal skills and the ability to work with a wide range of individuals in a diverse work environment

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.

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.

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