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Principal Administrative Associate

2 months ago

New York, United States City of New York Full time

Job Description

*** IMPORTANT NOTE: Only those currently serving as a permanent or probable permanent Principal Administrative Associate 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 North America, with nearly 6,000 employees.

The Bureau of Wastewater Treatment (BWT) is responsible for the operation and maintenance of all facilities related to the treatment and pumping of sewage and stormwater within NYC’s five boroughs. This includes 14wastewater treatment plants, 6 sludge dewatering facilities, collections facilities (96 pumping stations, 4 combined sewer overflow retention facilities, regulators, tide gates, etc.), wastewater laboratories and harbor vessels.

The Deputy Commissioner of the Bureau of Wastewater Treatment seeks an Executive Assistant who excels in communication, attention to detail and multitasking in a high paced environment. Utilizing discretion and sensitivity, the Executive Assistant’s responsibilities will include:

  • Executive level administrative support to the Deputy Commissioner, Chief of Staff, and Bureau Senior Leadership Team (SLT).

  • Heavy and complex managing of the Deputy Commissioner’s weekly schedule including providing logistics for location, travel time and attendance by supporting SLT members.

  • Set up meetings and manage/reschedule shifting priorities effectively.

  • Serve as a point of contact between the Deputy Commissioner and Bureau Travel/Training Office to ensure smooth logistics for travel and participation in conferences, trainings, and workshops.

  • Liaise with counterpart executive assistants and administrative personnel to facilitate inter-bureau communication.

  • Coordinate, collect, and organize agenda items for meetings. Ensure materials are available for the Deputy Commissioner’s review prior to scheduled meetings.

  • As directed by the Deputy Commissioner and Chief of Staff, disseminate necessary (and often time sensitive) information to bureau staff.

  • Maintain a general knowledge of Bureau operations to request information from, and direct inquiries to, appropriate section/location personnel; requests for information are communicated clearly and effectively.

  • Under direction, create spreadsheets, draft letters and memoranda using Microsoft software. The Executive Assistant will proofread for accuracy, grammar, formatting, and typographical errors; route, track, distribute, and file final signed documents.

  • Perform ad hoc assignments and special projects as necessary.

  • Assist the Deputy Chief of Staff in scheduling tours of bureau facilities, and organizing site visits/events for senior leadership.

  • Support the completion of Mayoral, Agency, and Bureau reports.

  • Coordinate updates to the Bureau SharePoint site; ensure information is reviewed, updated, and posted in a timely fashion.

  • Generally, meet predetermined deadlines for coordinating activities (reports, meetings, workshops, training, etc.).

  • Utilize administrative systems and processes to track commitments and ensure completion milestones.

  • Improve and maintain executive office file storage/management and administrative business processes.

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.

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.