Job Information
City of New York DDU Administrative Assistant in New York, New York
Job Description
THE SELECTED CANDIDATE WILL BE OFFERED A SALARY BETWEEN $57,976 - $66,672.
THIS POSITION IS ONLY OPEN TO CANDIDATES WHO ARE PERMANENT (NOT PROVISIONAL) IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE
The Administration for Children’s Services (ACS) protects and promotes the safety and well-being of children and families through child welfare and juvenile justice services and community supports. ACS manages community-based supports and foster care services, and provides subsidized child care vouchers. ACS child protection staff respond to allegations of child maltreatment. In juvenile justice, ACS oversees detention, placement and programs for youth in the community.
The Office of Child and Family Health (OCFH) within ACS delivers direct medical services to children entering foster care and ensures that the health care provided is comprehensive and appropriate. OCFH also offers individualized case consultations and training to ACS staff and foster care agencies on a variety of health-related topics and provides clinical expertise in developing medical and mental health policies, programs, and initiatives that support best case practice agency wide. The Development Disabilities Unit (DDU) works on behalf of intellectually and developmentally disabled children, youth, and parents during the foster care phases to identify, refer, and link them to resources to adequately meet their service goals. Provides technical assistance, case specific consultation, and training to ACS staff, contracted agencies, and external stakeholders.
Under the supervision of and reporting to the Executive Director of the Developmental Disabilities Unit, along with latitude for independent initiative and judgment, the specific duties of the DDU Administrative Assistant will include but not be limited to:
Maintain DDU Executive Director's calendar and schedule meetings.
Manage all scheduling matters for the DDU Executive Director, including the DDU’s Executive Director’s calendar and travel arrangements.
Manage the DDU’s General Mailbox, ensuring all emails are distributed to the appropriate DDU staff timely.
Assist with the DDU Manager’s, Case Workers, and DD Specialists to ensure all data is tracked and entered into the Units designated centralized data system.
Maintain/update the DDU Contact List and Teleworking Schedule.
Generate and distribute letters and mass mailings as assigned by the DDU Executive Director.
Maintain and update information in several DDU databases as assigned.
Organize meetings and events for the DDU (i.e., reserve conference rooms, schedule Webex, Microsoft Teams meetings/trainings; coordinate DDU Monthly Lunch & Learn and Quarterly DDU Champion session for attendees, reserve MIS/IT to ensure that conference rooms are set up for PowerPoint presentations and other equipment as needed, assembling folders and handouts, coordinate with OCFH Office Manager Purchase Orders for refreshments and materials.)
Maintain and update email list serves and contact lists for the different units and sending out individual and group emails and reports.
Assist Resource Managers with tracking and maintaining expenditures and billing invoices of contracted vendors utilizing Excel format and/or the Passport billing system.
Manage other office functions, conference call lines, files, and special projects as needed.
Provide supervision to contracted staff and Reservist.
Other administrative duties (e.g., filing, photocopying, opening, and sorting mail, requesting office supplies from OCFH Office Manager).
ADDITIONAL INFO:
Section 424-A of the New York Social Services Law requires an authorized agency to inquire whether a
candidate for employment with child-caring responsibilities has been the subject of a child abuse and
maltreatment report.
TO APPLY
Please go to www.cityjobs.nyc.gov or www.nyc.gov/ess for current NYC employees and search for Job ID #628642
No phone calls, faxes or personal inquiries permitted.
Note: Only candidates under consideration will be contacted.
Qualifications
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
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
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;
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.
