Administrative Assistant, Bureau of Maternal Infant and Reproductive Health

**OPEN TO APPLICANTS WHO ARE PERMANENT IN THE CIVIL SERVICE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATES. YOU MUST CLEARLY STATE YOUR CIVIL SERVICE STATUS ON YOUR RESUME OR COVER LETTER. FAILURE TO DO SO WILL RESULT IN YOUR DISQUALIFICATION.

The Division of Family and Child Health (DFCH) of the New York City Department of Health and Mental Hygiene is charged with the creation and oversight of programs, policies, services, and environments that support physical and socio-emotional health, and promote primary and reproductive health services, health equity, social justice, safety and well-being for New York City families and children.

The Division is comprised of the Bureau of Maternal Infant and Reproductive Health, the Bureau of Early Intervention, the Office of School Health, and the Bureau of Administration.

The vision of the DFCH is that every child, woman, and family recognize their power and is given the opportunity to reach their full health and development potential. We encourage qualified applicants with demonstrated commitment to social justice, particularly racial, gender, and LGBTQ equity to apply.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

Provide calendar management and administrative support for the Deputy Commissioner (DC), as needed; Organize and file Daily Binder materials and all documents signed by the DC; Greet visitors and meeting participants and direct to conference room as needed

Provide scheduling assistance for the Office of the Deputy Commissioner; Provide support for all aspects of meeting preparation, including greeting visitors and directing them to appropriate conference room, submitting service desk requests for IT or furniture setup, printing of agendas and materials and ordering/setup of refreshments; Coordinate DC sign-off on hard-copy documents.

Provide administrative support to the Deputy Commissioner and Executive Assistant including but not limited to: updating and scheduling appointments on Outlook calendars, answering telephone and keeping track of messages, processing invoices for travel, developing spreadsheets to track program statistics and materials, entering data, and maintaining up to date records/distribute information as needed.
Assist with special projects and ensure quality and prompt turnaround on all assignments; Participate and contribute to meetings as needed.
Assist the DC in obtaining background information on funders, program partners, internal and external stakeholders prior to scheduled meetings.
Scheduling of events and sessions around the Race to Justice Divisional Action Team, including meetings and training sessions that have involved invitations going to hundreds of employees and booking rooms months in advance.
Help to coordinate trainings that DFCH has worked with HR and DCAS to offer to DFCH employees, including booking training rooms and preparing materials for the attendees and presenters and adding guests to the security roster
In the absence of the Executive Assist, schedule appointments for the DC, ensure that the calendar is accurate and prepare documents for signature and distribution.
Maintain and update the Microsoft Outlook contacts for the DC.
Support Program recruitment efforts, scheduling interviews and submission of hiring packets to Division Administration Unit.
Coordinate logistics and participate in meetings and events
Distribute announcements and agendas; prepare and distribute minutes; distribute and manage post- meeting/event surveys.
Maintain correspondence lists and communicate with Program partners/vendors
Develop, generate, and respond to reports, letters, and other communications for internal and external use
Prepare and submit reports and assist with preparing presentations as needed
Work closely with Director/Managers to coordinate activities and utilize problem solving skills to accomplish tasks
Participate in emergency response initiatives affecting families and children, including participating in the Emergency Response Group (ERG).
Minimum Qual Requirements
 
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.
Preferred Skills
 
Proficient in Microsoft Office suite, including Word, Excel, PowerPoint, and Access; Analytical, interpersonal, written, and oral communication skills including the ability to write correspondence; Experience working with confidential records; Ability to handle multiple and diverse assignments efficiently; Ability to work on teams and independently.
Strong organizational skills, meticulous attention to detail and strong project management skills; with good follow-through to complete assignments within specified timeframes, and managing multiple, competing projects.
Support and work closely with the administrative team to ensure meetings are scheduled and modified as needed to meet the needs of the Deputy Commissioner.
Strong communication skills, including speaking, writing, and listening
Perform general administrative tasks to support the Deputy Commissioner.
Flexible multi-tasker – know how to prioritize and successfully carry out multiple assignments simultaneously; can quickly adapt and create new work plans when a project takes a new direction.
Familiarity with or experience working in government.
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 Driver’s 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 posting’s “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.

**LOAN FORGIVENESS

The federal government provides student loan forgiveness through its Public Service Loan Forgiveness Program (PSLF) to all qualifying public service employees. Working with the DOHMH qualifies you as a public service employee and you may be able to take advantage of this program while working full-time and meeting the program’s other requirements.

Please visit the Public Service Loan Forgiveness Program site to view the eligibility requirements:

https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service
To Apply
 
Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter: job ID number # 566167

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.

NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your resume that you would like to be considered for the position under the 55-a Program.
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.