Office Assistant, Bureau of Customer Support

Company Description

Job Description

Within the Office of External Affairs is the Bureau of Customer Support Services and within the Bureau is the Graphics and Reproductions Unit.

Graphics and Reproduction Services : Directs, controls, and coordinates a large staff providing varied essential Agency services.

Manages and coordinates the safeguarding of highly sensitive and confidential records and documents. Assures all legal standards are fully complied with respecting to care, control and archival storage.

Provide DOHMH with cost-effective, quality print materials in a timely manner. Books, brochure, business cards, certificates, envelopes, flyers, forms, newsletters, plastic signage, slides and stationery are just some of the items produced.

The Graphics section produces layouts, negatives, and digital output; the Reproduction section produces printed, photocopied and bound documents.

Graphics also serves as the agency's Form Control Unit.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO :

College Aide Position - Part Time - 25 hours per week to work under the direction of the Deputy Director with the proposed duties below and not limited to :

Perform moderately difficult data entry and retrieval using offices systems and / or make the data available to staff in such routine functions.

• Perform difficult and responsible clerical tasks related to the shop operations such as receiving and transmitting telephone and email messages;
• maintaining all time and personnel records of shops' locations; preparing other required shop; requisitioning supplies and maintaining shop inventory, control of stock;

using Microsoft Office Suite (Excel, Word, PowerPoint)

Perform incidental typing using a Microsoft Office Suite - Word

See that scheduling priorities are followed by all staff and communicated to the Deputy Director.

Monitor staff's calendar, attendance and reported ass needed to the Deputy Director and the Assistant Commissioner.

Assist with scheduling print, bindery and shipping assignments.

Provide the Production Manager ongoing updates on print jobs throughout every day. Assist in communications with Vendor's Reps regarding turnaround times, questions and issues.

Report production space - inventory / space management throughout each day

Keeping logs of maintenance and repairs

Troubleshoot issues regarding uploads of files to be printed and print jobs in the queue.

Ad hoc duties as requested by the Deputy Director or Assistant Commissioner.

PREFERRED SKILLS :

• Courteous telephone manner;
• Excellent oral and written communication skills;

Basic computer literacy - knowledge of Microsoft Suite - Word, Excel, PowerPoint

Why you should work for us :

Loan Forgiveness : As a prospective employee of the City of New York, you may be eligible for federal / state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance.

For more information, please visit the U.S. Department of Education's website ()

Benefits : City employees are entitled to unmatched benefits such as :

oa premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.

oadditional health, fitness, and financial benefits may be available based on the position's associated union / benefit fund.

oa public sector defined benefit pension plan with steady monthly payments in retirement.

oa tax-deferred savings program and

oa 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.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.

S., dedicated to protecting and improving the health of NYC. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health.

We provide a wide array of programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV / AIDS treatment, family and child health, environmental health, mental health, and social justice initiatives.

As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

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

To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [email protected] or 347-396-6549.

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.

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.