Executive Assistant of Advancement and Enrichment Sub-Division

The New York City Department of Correction (DOC) is an integral part of the City’s evolving criminal justice system, participating in reform initiatives and strategies aimed to move the city towards a smaller jail system without compromising public safety. The DOC is responsible for maintaining a safe and secure environment for our employees, visitors, volunteers, and people in our custody. Importantly, safe jails enable DOC to provide people in custody with the tools and opportunities they need to successfully re-enter their communities. The DOC operates facilities and court commands across the five boroughs with more than 7,500 diverse professionals and knowledgeable experts.

Responsibilities

DOC seeks to recruit a dynamic Executive Assistant to provide administrative support to the Assistant Commissioner of the Advancement and Enrichment Programs sub-division. This sub-division is part of the Division of Programs and Community Partnerships and is composed of various units to include Education, Fine & Performing Arts, Recreation Units, Tablet Operations Program and Workforce Development. Responsibilities include administrative support, planning and coordination of meetings along with other general office responsibilities such as responding to calls and assisting with direction and support to providers, volunteers, partners from other agencies, and DOC staff from other Divisions/Units. Key responsibilities include:

• Schedule meetings and ensures all preparations are made prior to meeting to the meeting time; reserve conference rooms, arrange virtual meetings and dialing instructions, register visitors/guests, prepare materials and arrange in anticipation to meetings.
• Respond to calls and assist as deemed necessary, redirect calls or inquiries to other areas for additional responses or support.
• Assist with the preparation and submission of purchase orders, tracking and receivership; maintain inventories; initiate and track orders of supplies as well as equipment.
• Develop and maintain file electronic file system to track internal and external communication, to include correspondence, training schedules & materials, meeting notes & minutes, agendas & signing sheets, Prepare and maintain weekly and monthly reports, clearance requests, meeting minutes, and records as well as reports and data.
• Assist in the planning and coordination of events, focus groups, tours, visits, and meetings scheduled to strengthen services afforded to persons in custody as well as the daily operation of programming at the command level.
• Assist with special projects as needed.
• NOTE: MUST BE CURRENT NYC EMPLOYEES PERMANENTLY SERVING IN THE TITLE OF PRINCIPAL ADMINISTRATIVE ASSOCIATE IN ORDER TO APPLY
  
  

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum 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.
  
  

Preferred Skills

• Excellent writing, communication, inter-personal, problem-solving and organizational skills. - Ability to prioritize and manage multiple assignments. - Ability to work with diverse groups, as part of a team and/or independently. - Advanced proficiency in MS Office (Excel, Word, Outlook), and data entry.
  
  

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/

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.