Executive Assistant to the Chief Financial Officer

Executive Assistant to the Chief Financial Officer

DCAS's mission is to make city government work for all New Yorkers. From managing New York City's most iconic courthouses and municipal buildings, to purchasing over $1 billion annually in goods and services for more than 80 City agencies what we do ensures that all agencies can deliver on their mission. Our reach touches every facet of city government and is instrumental to the successful day-to-day operations of the City of New York. Our commitment to equity, effectiveness, and sustainability guides our work providing City agencies with the critical resources and support needed to succeed, including: - Recruiting, hiring, and training City employees. - Managing 55 public buildings. - Acquiring, selling, and leasing City property. - Purchasing over $1 billion in goods and services for City agencies. - Overseeing the greenest municipal vehicle fleet in the country. - Leading the City's efforts to reduce carbon emissions from government operations. When you work at DCAS, you're not just working for one agency, but in service of them all. It's an opportunity to provide impactful support, quality customer service, and help protect the future of New York City for generations to come. Visit our website at nyc.gov/dcas to learn more about the work we do.

Job Description: DCAS Fiscal and Business Management (FBM) is responsible for effectively managing agency finances to ensure programs are funded for critical work, the agency is maximizing revenue opportunities, identifying efficiency opportunities, while preserving delivery service. FBM's units include Expense Budget, Revenue Budget, Audits and Accounts, Nonpublic Schools Security Reimbursement Program and the Capital Budget Unit. FBM seeks to hire an Executive Assistant to the Chief Financial Officer within the Fiscal and Business Management (FBM) Line of Service. The selected candidate will serve as the Executive Assistant and as a strategic administrative and operational partner to the CFO and the FBM leadership team. This role combines administrative support, human resources coordination, office operations, budget tracking, and cross-agency liaison responsibilities.

Responsibilities:

• Provide direct administrative support to the CFO/Deputy Commissioner, Assistant Commissioner, and FBM leadership team.
• Manage executive calendars, including scheduling meetings, appointments, interviews, and events using Outlook, Teams, and other platforms.
• Ensure appropriate preparation before meetings, including gathering, researching, and organizing agendas, briefing materials, reports, and presentations.
• Respond and prioritize phone calls, emails, scheduling requests, and correspondence.
• Maintain and update critical contact lists and organizational records.
• Perform special administrative assignments and projects in support of bureau goals.
• Serve as FBM's Human Resources Business Partner and primary point of contact with DCAS Human Resources and related oversight agencies.
• Attend HR Business Partner meetings and communicate relevant updates to FBM leadership.
• Coordinate and manage all personnel actions, including New Hires, Promotions, separations, transfers, Salary actions (collective bargaining agreements) ect.
• Collaborate with directors and managers to develop and review job vacancies and position descriptions.
• Maintain and update staff job descriptions and organizational structures.
• Respond to HR, OMB, and management inquiries regarding personnel actions and submissions.
• Manage employee accommodation requests in coordination with Human Resources and EEO office.
• Coordinate onboarding activities across FBM - Ensure new employees receive all required resources, equipment, software access, identification credentials, and workspace accommodation.
• Serve as FBM's Training / Cyber Security Liaison.
• Utilize learning management systems to review training requests and coordinate approvals with supervisors.
• Maintain training compliance records and provide reports to leadership.
• Maintain the department supply inventory and coordinate procurement activities through PASSPort and other purchasing systems.
• Coordinate room reservations, catering services, and event logistics for department meetings and functions.
• Update and maintain bureau information on the DCAS intranet.
• Support department-led events, staff meetings, and leadership initiatives.
• Track and monitor FBM OTPS expenditures.
• Serve as the primary liaison with Facilities Management and Construction (FMC) to coordinate office moves, floor plan changes, workstation assignments, and workspace transitions.
• Serve as the Agency Out-of-Town Travel Liaison.
• Review travel submissions for compliance with directive 6 and agency policies.
• Coordinate approvals with leadership, the Office of General Counsel, the Mayor's Office, OMB, and other stakeholders.
• Track travel requests and ensure timely processing and approvals.
• Perform additional duties as assigned by the Deputy Commissioner, Assistant Commissioner, or executive leadership.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or 2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or 3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

- Prior experience in executive-level administrative roles, preferably in government or large organizations - Ability to manage complex calendars, coordinate schedules, and prioritize task effectively - Proficient in written and verbal communication to interact with internal and external stakeholders professionally - Advanced knowledge of Microsoft Office Suite (Outlook, Teams, Word, Excel, PowerPoint) - Exceptional organizational skills and strong attention to detail - Proven ability to meet deadlines and manage multiple priorities in a fast-paced environment - Resourceful in resolving scheduling conflicts, coordinating logistics and addressing administrative challenges - Strong ability to build and maintain relationships with leadership, peers and external partners - Flexibility to handle special projects and administrative task as needed - Exceptional organizational skills and strong attention to detail

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.