SPECIAL ASSISTANT

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

The Office of Training consists of two units: Office of Training Operations (OTO), and the Logistical Support Office (LSO).

OTO supports program specific training including new hires, systems training, monthly mandated training, and special projects. LSO provides operational support in the areas of general office management, procurement of supplies and training equipment.

Under the direction of the Deputy Commissioner of the Office of Training and Logistical Support with latitude for independent judgement and initiative, the Special Assistant is responsible for the day-to-day management of the office of the Deputy Commissioner. The Special Assistant monitors project deadlines and collaborates with the OTO senior managers on new initiatives and system updates. The individual undertakes administrative and/or special operational assignments The Office of Policy, Procedures, and Training (OPPT) is recruiting for one (1) Principal Administrative Associate III to function as a Special Assistant who will:

• Assist the Deputy Commissioner by coordinating, facilitating, and leading large scale DSS/HRA/DHS project initiatives and workgroups with senior OPPT staff to ascertain implementation timeline and deadlines. Create and manage reports to track project outcomes and monitor compliance. Review training requests and assigns to training manager for completion.
• Research and compile training data from the ABSORB Learning Management System (LMS) to prepare comprehensive training report for review and discussions with the Deputy Commissioner to address new training needs, curriculum development/revisions and agency staff training attendance.
• Liaise with other agency units and city entities to discuss new training needs, evaluations, assessment outcomes and best practices.
• Maintain a high level of proficiency in social services policies and procedures to accurately respond to telephone and email inquiries from DSS/HRA/DHS agency staff relating to training content, training curricula and training design and that they align with policy. Meet with the Deputy Commissioner to discuss outcome and next steps.
• Prepare and conduct management surveys, work measurement analyses and evaluation of organizational structures for the Office of Policy, Procedure and Training/Office of Training Operations programs and projects.
• Analyze and prepare written and statistical reports as to the effectiveness of procedures and training and provide recommendations to the Deputy Commissioner.
• Participate in the monitoring of new Federal, State, and local policy changes that affect training processes and systems. Collaborate with the Senior Directors of Procedures to determine impact of new policy on training curriculum.

Hours/Shift: 9am – 5 pm with flex

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.

Preferred Skills

• Excellent communication and writing skills.
• Knowledge of Agency operations and NYS social service policy/procedures.
• Strong analytical, problem-solving, and time management skills.
• Detail oriented.
• Exceptional Excel Skills.

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 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 Roth 457 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.