ADMINISTRATIVE ASSISTANT - New York City, NY : Job Details

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, gatherers 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 objectives and activities), fact sheets, schedules, etc. Utilize multiple databases and other applications such as word, excel, and agency proprietary systems.

* Complete a broad variety of high-level administrative tasks and special projects for the Deputy Commissioner. Prepare weekly divisional progress reports for executive presentation, takes minutes at senior staff meetings, and follows up on outstanding issues.

Work Location: 33 Beaver St New York, NY

Hours/Schedule: Monday - Friday 9AM-5PM with 24/7 on-call availability

Minimum 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.

Preferred Skills

* 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. - Ability to effectively anticipate emerging priorities and quickly organize materials and resources necessary to comprehensively address.

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

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.