OFFICE MANAGER

Office Manager

Full-time

Agency : HRA / DEPT OF SOCIAL SERVICES

Job Category : Social Services

Job Description

If you are hired provisionally in this title, you must take and pass the Civil Service Exam, when it becomes available, to be eligible for continued employment. DSS Community Outreach is dedicated to expanding access to information and resources about HRA and DHS programs in the community by bringing services directly into the community and by partnering with and serving as a resource to community-based provider organizations serving HRA and DHS clients and applicants. Community Partnerships establishes and manages partnerships with community-based organizations, advocates, and others engaged in benefits enrollment and case management for DSS clients and applicants. Community Partnerships operates the Community Partners Resource Center, which is a centralized resource established under the Mayor's NYC Benefits initiative for CBOs to seek support for their clients and learn skills and strategies for navigating the application and recertification processes. Under the direction of the Deputy Commissioner of HRA's Office of Community Outreach the Office Manager works with all areas of the Office of Community Outreach to support the administrative needs of each Director and their respective units. The Office of Community Outreach is recruiting for one (1) Clerical Associate IV to function as the Office Manager. The Office Manager will :

• Provide administrative support to each unit with the Office of Community Outreach. Assisting with maintaining outreach calendars, managing Director calendars as needed, scheduling meetings, securing conference rooms, entering guests in Aware Manager, acting as primary contact for meeting organizers from other agencies and within DSS, acting as liaison with other units and agencies on behalf of OCO leadership.
• Draft and / or distribute correspondence for managers in OCO.
• Order, maintain and distribute office supplies for OCO.
• Responsible for ordering, receiving, storing, distributing and tracking inventory of all outreach materials including both written materials and giveaways / swag. This includes keeping track of inventory to ensure timely ordering to keep adequate resources available to staff, receiving shipments and being able to carry boxes weighing up to 30 pounds, organizing materials, creating packages of outreach materials for events for outreach staff in advance of planned events, responding to requests from Directors, Managers and Direct Outreach staff for both ordering and preparing materials for use.
• Responsible for maintaining staff lists, emergency contact lists, lists of assigned devices, workstations, and technology for each staff member in OAO.
• Responsible for collecting information and putting together announcements for OCO staff.
• Assist the Deputy Commissioner to prioritize office-wide initiatives and deliverables as well as organizing program management and general operations.
• Provide assistance in liaising between the Office of Staff Resources (OSR) and HRA's Finance Office for personnel matters. Assists with drafting job descriptions for vacancies, scheduling interviews, competing hiring paperwork, ensures compliance with OSR and Equal Employment Opportunity (EEO) guidelines and assists with onboarding new hires.
• Act as training liaison with HRS and coordinates staff training including maintaining lists of staff mandatory trainings.
• Maintain contact lists of CBOs, Community Partners, Distribution lists, MOUs, training and meeting attendance lists, and other lists as needed.
• Onboard and help to supervise interns on special projects as necessary.
• Organizing virtual assistance events using appropriate technology and managing scheduling through DaySmart.

Work Location : 4 World Trade Center

Hours / Schedule : Monday-Friday, 9 : 00 a.m. to 5 : 00 p.m.

Clerical Associate - 10251

Qualifications

Qualification Requirements : A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience. Skills Requirement : Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.