Executive Assistant/Special Assistant

City of New York•New York, NY

About The Position

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible. Human Resources Solutions (HRS) supports the human resources needs of the Department of Social Services, the Human Resources Administration, and the Department of Homeless Services through strategic partnership and collaboration, with the goal of creating an inclusive, motivated, and client centered workforce. The Executive Assistant/Special Assistant position provides planning, coordination, and will exercise full responsibility over the management and execution of administrative tasks as they relate to supporting the Deputy Commissioner of HR-Operations. The selected candidate will also coordinate project workstreams and track deliverables as assigned. The Executive Assistant/Special Assistant will coordinate and maintain contact with both internal and external stakeholders and assist in resolving time sensitive, confidential assignments and administrative issues. Human Resources Solutions (HRS) is recruiting to hire one (1) Secretary to One Deputy Commissioner to function as the Executive Assistant/Special Assistant who will:

Requirements

At least three (3) years of relevant experience in either the public or private sectors.
Proactive and organized, with excellent time management and multi-tasking skills. Must be capable of self-managing work assignments and priorities; this includes simultaneously handling recurring/ongoing tasks while advancing longer-term, strategic projects.
Strong verbal, writing, editing, research, and analytical skills.
Highly collaborative with strong interpersonal and relationship management skills.
Sound judgment with the ability to handle sensitive and confidential information with discretion.
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 high level 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 high-level administrative capacity 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 experience as described in "1" above.

Responsibilities

Provide high-level administrative and professional support to the Deputy Commissioner of HR Operations.
Point person responsible for managing and deconflicting the Deputy Commissioner’s daily schedule.
Keep the DC well informed of any updated upcoming commitments and responsibilities
Screen/monitor incoming calls for the DC; assess priority/critical nature of calls and routes appropriately
Prepare confidential correspondence, letters and memoranda, and drafts letters and reports for the DC
As appropriate and directed, serve as intermediary to provide coordination, information exchange, problem resolution and program tracking.
Participate in relevant meetings and provide assistance on special projects as assigned. Including tracking of tasks, data, and deliverables.
Scheduling and administrative coordination of meetings and events.
Coordinate and collaborate with various units/departments to obtain information and organize tasks on behalf of the Deputy Commissioner.
Prepare agendas, keep notes, and track agency commitments, as assigned.
Prepare metrics, reports and graphs to support ongoing operations of all programs under the Deputy Commissioner, including collecting data, advising, and supporting staff, and interacting with other divisions.
Perform other duties as requested.