ADMINISTRATIVE ASSISTANT
hace 4 días
New York
Applicants must be permanent in the Principal Administrative Associate Civil Service title or be permanent in a comparable title eligible for 6.1.9 title change. The Department of Homeless Services (DHS) operates the nation's largest and most comprehensive municipal shelter system for homeless adults and families through a network of directly operated facilities and programs, as well as nonprofit partnerships. Under general direction of the Deputy Commissioner of DHS Office of Program Development, with wide latitude for the exercise of independent initiative and judgment, the Administrative Assistant schedules the Deputy Commissioner's calendar, gathers confidential information involving division operations, prepares memos, progress reports, performs personnel liaison activities, and other special projects/assignments. The Department of Homeless Services (DHS) is recruiting for one (1) a Principal Administrative Associate III who will: • Assist the Deputy Commissioner by gathering information/data from the directors of the various units within the division to track work assignments and multifaceted projects; communicates with program managers responsible for the operation of their individual units via emails and/or phone calls to request updates of their unit's projects and assignments. Submit the information/data in excel format to the Deputy Commissioner for review, analysis, and action to improve coordination of programs' activities and to expedite completion of assignments and projects., • Manage a highly complex calendar scheduling to support the Deputy Commissioner's requests for meetings with internal and external partners; arranges executive level meetings and meetings with other external city agencies, as well as community boards, contracting groups/partnerships, etc. on behalf of the Deputy Commissioner., • Address a broad range and high volume of complex priorities, questions, and issues as they arise from both internal and external business partners, and accurately determines the appropriate follow up action. This can often involve urgent and sensitive information; expedites calls to upper management, when needed., • Act as Personnel Liaison for the division; composes job descriptions, monitors PS vacancies and related actions. Prepares vacancy justifications and PAR submission for division hiring., • Draft and/or review various documents to further develop including organizational charts, fillable forms, materials provided to shelter clients and staff, program descriptions for executive management meetings (objectives and activities), fact sheets, schedules, etc. Utilize multiple databases and other applications such as word, excel, and agency proprietary systems. Minimum Qualifications: • 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, • 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, • Dynamic leadership skills and a proven track record of accomplishments in administrative support of complex social service programs., • Excellent critical thinking and strategic planning skills with a proven ability to support teams in the creation, development, and implementation of agency policies and procedures., • Proven ability to support large-scale operations effectively and bring about sustainable improvements by supporting the coordination of team members, facilitating access to critical information, and following-up on completion of action steps. 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. 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. 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.