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New York City

    principal assistant to deputy commissioner - New York, United States - City of New York

    City of New York
    City of New York New York, United States

    3 weeks ago

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    Description

    Job Description

    Under general direction of the Deputy Commissioner of OCSS Program Operations with wide latitude for independent initiative, judgment, and decision-making the Principal Assistant to the Deputy Commissioner of Program Operations will provide support to OCSS leadership including the Deputy Commissioners direct reports, namely the Assistant Deputy Commissioners of the: Borough Offices & Court Services, Fiscal Operations, and the Management, Analysis, Quality and Data. S/he is responsible for managing and executing a wide range of administrative and executive support-related tasks. S/he serves as point of contact for internal and external managers, stakeholders, and community representatives on matters pertaining to the Executive Office and assists with special projects. The projects range from coordinating special events to overseeing collaborative efforts with other program areas, other agencies or community-based organizations.

    The Office of Child Support Services (OCSS) is seeking one (1) Principle Administrative Associate III to function as a Principal Assistant to Deputy Commissioner.

    The Principal Assistant to the Deputy Commissioner will:

    Provide direct support to the Deputy Commissioner of Program Operations and his/her direct reports;

    Borough Offices & Court Services, Fiscal Operations and Management, Analysis, Quality and Data

    and assists the Executive Deputy Commissioner (EDC) when needed. Book conference rooms for staff and managers and enters visitors into the building visitors portal to attend the meetings.

    Coordinate and schedule conference calls for both internal and external city agencies,

    the State and other community partners. Assist with arranging, coordinating and implementing events.

    Flag important emails from the HRA Administrators or Commissioners office. Prioritize and

    follows-up on incoming correspondence, phone calls, and/or email of sensitive or confidential nature to

    determine the most effective and appropriate action, referral or response.

    Work with administrative staff in other areas of the agency when additional assistance is needed.

    Supervise professional temporary staff proving clerical assistance in the executive office. Review,

    categorize and store executive letters, reports, memos and articles and uploads a copy of them in the

    Virtual File Cabinet. Ensure paper files are organized and easily accessible. Prepare memos and letters

    for internal and external audiences.

    Prepare paperwork related to travel, i.e., memos requesting approval for out-of-town travel and

    advance funding for executives. Assist in the coordination of travel for those who attend meetings out of

    state. Prepare expense reports when travel is completed. Work with appropriate DSS areas to secure

    travel approvals, advance funding, and reimbursement.

    Plan and organize meetings about new programs with community partners and other city and state

    agencies by preparing agendas and taking minutes for the Deputy Commissioner.

    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 3 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.

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