Administrative Specialist

Job Duties And Responsibilities

• Provide administrative support to the Program Manager 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, maintaining up-to-date records and distributing information as needed.
• Support Program recruitment efforts, scheduling interviews and submission of hiring packets to the Division Administration Unit.
• Cook up logistics and participate in meetings and events; Draft and distribute announcements and agendas; Prepare and distribute minutes; Collaborate with staff; Distribute and manage post-meeting/event surveys; Maintain correspondence lists and communicate with Program partners/vendors when needed.
• Develop, generate and respond to reports, letters and other communications for internal and external use.
• Prepare and track purchase requisitions and order supplies.
• Ensure paperwork is submitted to the Administrative Unit in a timely manner.
• Prepare items required for budget justifications.
• 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 Program-sponsored events, for example: crib distribution and assist senior management in other assignments.

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;
• 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;
• 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.

Benefits

• City employees are entitled to unmatched benefits such as: a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
• a public sector defined benefit pension plan with steady monthly payments in retirement.
• a tax-deferred savings program.
• a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

Work From Home Policy

• Depending on your position, you may be able to work up to two days during the week from home.

Commitment To Equity

• 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.
• The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals.

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.
• 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.
• 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/.