Principal Assistant To Deputy Commissioner
Job Details
Full Job 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 Commissioner’s 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 visitor’s 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
Administrator’s or Commissioner’s 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 3½ 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.