Division Chief Secretary - Administration Division

Under executive direction with the widest latitude for the exercise of independent judgment, directs the activities of the Administration Division. Duties include, but are not limited to, the following:

Provide administrative assistance to the Chief of Administration. This includes but is not limited to: drafting, typing, and distributing highly confidential correspondences on behalf of the Chief
of Administration, Deputy Chief of Administration, and Director of Human Resources.

Supervise 1 Clerical Associate and, when appropriate, college intern(s).

Manage daily schedule and calendar for both the Chief of Administration and the Director of Human Resources, Chief of Personnel, Chief of Facilities, and Deputy Chief of Administration and
manage the Division’s vacation calendar.

Manage division conference room reservations.

Update Administration contact phone list Order, track and distribute agency wide business cards and memo pads.

Work closely with Fiscal, Payroll, and Personnel on various statistical reports and analysis for Division Chief and other agency executives.

Responsible for replying to employment verifications, unemployment insurance request verifications, Public Loan Forgiveness, Loan Repayment Assistance Programs, District Attorney and
Indigent Legal Services Attorney Loan Forgiveness Program, and Low Income Protection Plan.

Acts as event coordinator for certain agency events. This includes coordinating the catering for these events. Performs clerical and related work involving such events.
Review incoming correspondence and direct to appropriate party for such action.

Provide phone coverage for agency main lines as well as the phone lines to the Managing Attorney’s office and other division executives.

Acts as the Agency Liaison with the Mayor’s Office for Special Events, monitor and coordinate the distribution of city event tickets, charity events and assist with other special projects as
assigned.

Arrange travel for various conferences and submittal of personal expense forms.

Serve as the agency’s Lost and Found Coordinator.

Serve as division’s supply and training liaison as well as Law Department training liaison for DCAS.

Distribute paycheck and/or paystubs.

Process Approval of Expenditure Requests.

Respond and process requisition of employee personnel files.

Obtain documentation and schedule meetings for evaluation appeals.

Compose agency-wide memos regarding rules and initiatives.

Create Agency wide announcements on behalf of the Division.

Sharry Administrator for Administration and emergency contact for employees that require entrance into the building.

Work in PowerPoint/Publisher/Excel and Visio when required.

Requisition of calendar from the Office of Payroll Administration for distribution to employees.

Preparation of Employee of the Month Certificates and updating list in Filesite.

Performs assigned clerical tasks such as, but not limited to, filing, data entry, and photocopying.

Miscellaneous projects as needed.

Minimum Qualifications

1. An associate degree from an accredited college including or supplemented by 12 semester credits in secretarial science, word processing, office automation and/or office technology; or

2. An associate degree from an accredited college, and either one year of satisfactory full-time professional general secretarial experience or six months of satisfactory full-time professional legal secretarial experience; 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 either two years of satisfactory full-time professional general secretarial experience or one year of satisfactory full-time professional legal secretarial experience; or

4. Education and/or experience equivalent to "1", "2" or "3" above. Satisfactory completion of a one year specialized training program in secretarial science, word processing, office automation and/or office technology, or completion of 30 semester credits from an accredited college, including 12 semester credits in secretarial science, word processing, office automation and/or office technology may be substituted for one year of full-time general secretarial experience or six months of full-time legal secretarial experience. However, all candidates must possess a four-year high school diploma or its educational equivalent.

Skills Requirement

Ability to type at a minimum rate of 55 words per minute. For assignments requiring stenographic skills, candidates must also have the ability to take legal dictation. For certain assignments, individuals may be required to have higher typing and stenographic
skills.

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.

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.