EXECUTIVE ASSISTANT TO THE EXECUTIVE DEPUTY COMMISSIONER at NYC Department of Social Services

APPLICANTS MUST BE PERMANENT IN THE PRINCIPLE ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE.

The HIV/AIDS Services Administration (HASA) is the primary mechanism within the Human Resources Administration (HRA) which expedites access to essential benefits such as medical, social, financial, and vocational programs to more than 32,000 individuals living with HIV, as well as 8,000+ affected families.

HASA provides intensive case management, rental assistance, emergency and permanent supportive housing, and assistance with applying for public benefits and services including Medicaid, food stamps, and cash assistance. HASA also provides vocational services that prepare clients for employment. With counselors to help identify barriers to employment, clients can select vocational goals and receive support. Other HASA services include home care and homemaking services, mental health and substance use screening and treatment referrals, transportation assistance, referrals to community-based organizations, and SSI or SSD application and appeal.

Special Services is recruiting for one (1) Principal Administrative Associate – Level III, to function as an Executive Assistant to the Executive Deputy Commissioner who will:

Under the general direction of the Executive Deputy Commissioner of Special Services, with wide latitude for the exercise of independent initiative and judgement the Executive Assistant to the Executive Deputy Commissioner manages comprehensive calendars: scheduling appointments, meetings, interviews, events, and anticipating needs for the Executive Deputy Commissioner and other key members of the office of the Chief Special Services Officer. The incumbent can perform complex tasks with limited supervision as well as meets deadlines and manages multiple priorities in a timely manner.

• Address a broad range and high volume of priorities, questions, and issues arising such as urgent and sensitive information from both internal and external staff members and clients and accurately determines the appropriate follow-up action.
• Liaise with elected official offices, legal advocacy groups, community-based organizations, HRA clients, and the public to assist with addressing program issues and agency business practices.
• Support the Executive Deputy Commissioner and the office of the Chief Special Services Officer with managing internal and external priorities and provides administrative support to Special Services with priority assignments as necessary.
• Document, facilitate, and track complaints routed to the Office of the Chief Special Services Officer by various sources, including clients, elected officials and legal advocacy groups.
• Manage comprehensive calendars: scheduling appointments, meetings, interviews, events, and anticipates needs for the Executive Deputy Commissioner and other key members of the office of the Chief Special Services Officer.
• Ensure the travel needs of the leadership staff of Special Services are taken care of, including coordinating, booking, and submitting travel packages.
• Provide administrative support and office management including ordering supplies and ensuring office equipment is maintained and service. Coordinates with other DSS areas to ensure technology needs, facilities, and logistic support for meetings and events, including arranging catering and working with external speakers.
• Work with DSS staff to coordinate all office management requests such as technology needs, facilities, office supplies and logistic support for large scale meetings such as with senior staff that may require catering and working with external speakers.
  
  

Hours/Schedule: 9am-5pm

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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
• 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;
• 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

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail. - Very strong interpersonal skills and the ability to build and maintain professional relationships. - Expert level written and verbal communication. - Demonstrated proactive approaches to problem- solving with strong decision- making capability. - Highly resourceful team-player, with the ability to also be extremely effective independently. - Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of community/client service and response. - Demonstrated ability to achieve high performance goals and meets deadlines in a fast-paced environment. - Advanced proficiency in Microsoft Outlook, Word, Excel, and Power Point.
  
  

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.