Administrative Specialist

APPLICANTS MUST BE PERMANENT IN PRINCIPAL ADMINISTRATIVE ASSOCIATE TITLE OR BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 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.

Career Services is to connect low-income New Yorkers to opportunities in the labor market through skill-based training, education, and career services that could lead to sustained and meaningful employment and financial security. Essential to its mission is the program’s ability to draw and cultivate relationships with a broad range of employers, workforce providers, labor unions and educational institutions- all critical stakeholders in helping clients gain the skills that they need to obtain sustainable employment to eventually become economically self-sufficient.

Under the direction of the Deputy Commissioner of Career Services, with wide latitude for the independent initiative and judgment, performs specialized administrative tasks relating to the provision on guidance, problem solving and project control connecting to the Career Services Programs.

Career Services is recruiting for one (1) Principal Administrative Associate III to function as an Administrative Specialist who will:

• Act as the “Office Manager” for the Deputy Commissioner (DC) and the Executive Office (EO) staff. Order supplies for all offices, coordinates maintenance of equipment issues, organizes employee recognition and other events. Maintain liaison with Career Services and the Office of the Chief Program Officer (OCPO) staff at ensuring operational efficiency for Employment Services activities of the DC and EO.
• Maintain folders for Time and Leave; Acts as Human Resources liaison for the Executive Office; Maintains program scanned files; Supervise the integration of the program scanned file database. Process requests for visitor access to 4 WTC via the COVE app.
• Review and manage the Career Services mailboxes, responding to and/or forwarding to appropriate personnel for timely responses. Maintain the SNAP-ABAWD Community Partnership process, ensuring the database is up to date.
• Produce reports for executive management as requested.
• Maintain liaison with Office of Communications and Marketing (OCM) to keep Career Services internal and external webpages up-to-date, and coordinate press releases. Meet with Family Independence Administration managers and staff on an ongoing basis providing updated information.
• Assist in reviewing Requests for Proposals (RFP) and external facing documents; assists in revising automated procedures system to reflect legislative changes.
• Prepare monthly rosters, reports and correspondence based on the analyses provided by other staff in the unit, to assist in the day-to-day operation of programs.
• Integrate information from Senior Management regarding the Executive Office with the senior staff of the Career Services administration to assist in revising manuals.

Hours/Schedule: 9:00am-17:00pm (Flexible)

Minimum Qualifications

• 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
• 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
• 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
• 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.

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

In addition, the Human Resources Administration/Department of Social Services offers competitive salaries and the following benefits: Generous Pension Plans (The New York Employees' Retirement System) 401(k) and 457 Roth's Retirement Savings Programs U.S. Savings Bonds Flexible Spending Program Health Benefits, Dental, Vision Coverage, Prescription Drug Program Training and Professional Development Opportunity for Scholarship; College Savings Program Paid Holidays and Generous Annual Leave