College Aide

Human Resources

Provides administrative support, including filing confidential documents in employee personnel files and assisting with employee processing.

Affords support for HR-related projects as needed.

Medical Division

• Safeguarding employee health records according to departmental standards
• Processing data for integration into electronic employee health records
• Ensuring that the physical employee health record is organized, accurate, and meets departmental standards
• Routing documentation to the appropriate unit/division personnel
• Processing documentation for pre-employment medical assessments
• Confirming/Verifying and digitizing various compliance materials mandated by law and agency policies
• Preparing physical copies of employee health records for transfer to archives managed by the NYC Department of Records and Information Systems
• Filing, faxing, mailing correspondence, answering phones, data entry, reviewing and identifying various components of employee health records, transporting records, and tracking confidential information
• Other related tasks as assigned

Facilities Planning & Engineering

• Assist with arranging and indexing archival records, on an ongoing basis for file management purposes
• Assemble large sets of contract-related material for distribution to vendors, organize contracts library, draft memoranda, and email
• Schedule meetings using Microsoft Outlook, and monitor telephones for managers and supervisors as needed
• Pick up and distribute inter-office mail on scheduled days to various DSNY locations, sort and distribute received mail
• Assist with clerical tasks such as copying and filing documents in folders, shredding documents, etc.
• Scan architectural and similar drawings, plans, and related files
• Sort, organize, and file paperwork
• Assist with research, and creating electronic files
• Perform light typing, data entry via Excel, and operate

Special Waste Unit

• Assist with event coordination
• Conduct vendor research
• Address inquiries from New York City residents about special waste sites and SAFE Disposal Events
• Accurately input and update data within databases or spreadsheets
• Provide assistance with fieldwork as required

Tech Assistance & Training Unit (TATU) - Schools

• Correspondence with schools and partner organizations
• Researching, investigating, and collecting data on school sites for operational planning and reports and providing additional data support
• Assisting with material fulfillment through web-based platforms
• Attending and tabling at events and outreach meetings as necessary

Reuse and Donations Unit

• Conduct in person, phone, and email outreach to increase the number of registered users on the online platforms and direct traffic to donateNYC's community events
• Coordinate with users to increase donations of both durable goods and food
• Research reuse to improve donateNYC services
• Analyze past and current data to increase donateNYC's capacity
• Propose, plan, and implement projects based on the program's needs and candidates

OEDM (Office of Employment & Disciplinary Matters)

• Filing
• Copying
• Data entry
• Provide status reports
• Assisting with internal audits
• Printing records and updating employees' disciplinary cards
• Process disciplinary complaints received by OEDM from various work locations
• Request supporting documentation from employees' work locations when necessary
• Assist the assigned Lt. Investigator with investigations of arrest matters and administrative tasks associated with disciplinary conferences, as needed

Qualifications

• For Assignment Level I: Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.
• For Assignment Level II (Information Technology): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.
• For Assignment Level III (Information Technology Fellow): Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.

Special Note

Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.

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 required within 90 days of appointment.

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.