Office Manager, Bureau of Mental Health - City of New York : Job Details

Job Description

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE ADMINISTRATIVE MANAGER CIVIL SERVICE LIST/ EXAM NO.1552 ARE ELIGIBLE TO APPLY.

AGENCY DESCRIPTION

Established in 1805, the New York City Department of Health and Mental Hygiene (the NYC Health Department) is the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, in service of a vision of a city in which all New Yorkers can realize their full health potential, regardless of who they are, how old they are, where they are from, or where they live.

As a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises from New York Citys yellow fever outbreak in 1822, to the COVID-19 pandemic we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and racial and social justice work, among others.

Our Agencys five strategic priorities, building off a recently completed strategic planning process emerging from the COVID-19 emergency, are:

1) To re-envision how the Health Department prepares for and responds to health emergencies, with a focus on building a response-ready organization, with faster decision-making, transparent public communications, and stronger surveillance and bridges to healthcare systems

2) Address and prevent chronic and diet-related disease, including addressing rising rates of childhood obesity and the impact of diabetes, and transforming our food systems to improve nutrition and enhance access to healthy foods

3) Address the second pandemic of mental illness including: reducing overdose deaths, strengthening our youth mental health systems, and supporting people with serious mental illness

4) Reduce black maternal mortality and make New York a model city for womens health

5) Mobilize against and combat the health impacts of climate change

Our 7,000-plus team members bring extraordinary diversity to the work of public health. True to our value of equity as a foundational element of all our work, and a critical foundation to achieving population health impact in New York City, the NYC Health Department has been a leader in recognizing and dismantling racisms impacts on the health of New Yorkers and beyond. In 2021, the NYC Board of Health declared racism as a public health crisis. With commitment to advance anti-racist public health practices that dismantle systems that perpetuate inequitable power, opportunity and access, the NYC Health Department continues to work in and with communities and community organizations to increase their access to health services and decrease avoidable health outcomes.

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The Bureau of Mental Healths (BMH) mission is to improve mental health and wellness for people in New York City, and to eliminate racial and other long-standing societal disparities by providing services, resources, and opportunities to New Yorkers that are grounded in accurate, data driven information that foster community participation, thus reducing the stigma around mental health. This includes procuring and monitoring more than 500 contracted programs that provide mental health treatment, psychiatric rehabilitation, supportive housing, care coordination and crisis intervention services, and operating court- mandated Assisted Outpatient Treatment (AOT), Single Point of Access (SPOA) for mobile treatment and care coordination, and the NYC Supportive Treatment and Recovery Team (NYCSTART) for people with first episode psychosis.

Duties will include but not be limited to:

- Scheduling meetings on behalf of the Assistant Commissioner.

- Maintaining accurate list of contacts and distribution lists for recurring meetings.

- Assisting with preparing meeting materials, including, copying, and collating, recording meeting attendance, distributing agendas and follow-up materials.

- General office duties (i.e., answer phones, draft correspondences, send and receive faxes and e-mails.

- Serving as office manager for the Bureau by maintaining effective, timely and strategic communication with all external/internal parties in response to inquiries, correspondences, etc.

- Maintaining office services by organizing office operations and bureau-wide announcements; designing filing systems; and reviewing and approving supply requisitions.

- Providing administrative support to the Bureaus Consumer Advisory Board, including assistance with recruiting new CAB members, maintaining regular communication with existing CAB members, scheduling monthly meetings, reserving meeting space, setting up videoconference capabilities, assisting with agenda planning, ensuring that featured presenters/speakers are scheduled and able to join monthly meetings seamlessly.

- Ensuring CAB feedback is routed to the appropriate staff in the Bureau and that CAB receives regular updates on how their feedback has been applied by the Bureau.

- Ensuring the bureau has equitable access to appropriate supplies and office equipment, such as printers, photocopiers, videoconference, and teleconference capabilities.

- Maintaining supplies inventory by evaluating stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.

- Responsible for scheduling on behalf of Assistant Commissioner and senior leadership of bureau consisting of 200+ staff, including regular large in-person and hybrid in-person/virtual convenings.

ADDITIONAL INFORMATION **IMPORTANT NOTES TO ALL CANDIDATES**

Please note: If you are called for an interview, you will be required to bring to your interview copies of original documentation, such as:

- A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Drivers license.

- Proof of Education according to the education requirements of the civil service title.

- Current Resume

- Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e., telephone, Cable, Mobile Phone)

Additional documentation may be required to evaluate your qualification as outlined in this postings Minimum Qualification Requirements section. Examples of additional documentation may be, but not limited to college transcript, experience verification or professional trade licenses.

If after your interview you are the selected candidate, you will be contacted to schedule an on-boarding appointment. By the time of this appointment, you will be asked to produce the originals of the above documents along with your original Social Security card.

FINAL APPOINTMENTS ARE SUBJECT TO OFFICE OF MANAGEMENT & BUDGET APPROVAL

TO APPLY

Apply online with a cover letter to In the Job ID search bar, enter job ID number.

We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.

The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.

All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.

Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical/administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in 1 above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity. The supervisory work must have been in the supervision of staff performing clerical/administrative work of more than moderate difficulty; or

3. A four-year high school diploma or its educational equivalent and six years of

satisfactory, full-time progressively responsible experience as described in 1

above, 18 months of which must have been in an administrative, managerial,

executive or supervisory capacity. The supervisory work must have been in the

supervision of staff performing clerical/administrative work of more than

moderate difficulty; or

4. Education and/or experience equivalent to 1 , 2 or 3 above. However, all

candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in 1 , 2 or 3 above. Education above

the high school level may be substituted for the general clerical/administrative

experience (but not for the administrative, managerial, executive or supervisory

experience described in 1 , 2 or 3 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.