EXECUTIVE ASSISTANT

Executive Assistant

The Department of Homeless Services (DHS) is one of the largest organizations of its kind committed to preventing and addressing homelessness in New York City. Collaborating with other public agencies and not-for-profit partners, the Department of Homeless Services works to prevent homelessness before it occurs, reduce street homelessness, and assist New Yorkers to transition from shelter into appropriate permanent housing. The Division of Shelter Intake is responsible for the oversight of the day-to-day operations of the agency's Single Adult, Adult Families and Families with Children's intake and assessment sites, both directly run and contracted providers. This Division is responsible for ensuring that the City's most vulnerable population can access shelter, per eligibility criteria, 24 hours a day, 7 days a week, 365 days a year.

The Department of Homeless Services (DHS) is requesting approval to hire one (1) Administrative Manager NM-I who will :

• Collaborate with the Senior Director to advise on operational matters, project progress, and challenges, contributing to decision-making and the development of action plans.
• Develop and execute process and project plans to monitor, track, measure, and evaluate ongoing work within the Intake and Assessment programs.
• Provide guidance to Executive and Senior-level staff on personnel policies, ensuring the consistent application of citywide and agency-specific policies and procedures. Offer technical assistance as needed to address personnel-related issues.
• Collaborate with all intake and assessment teams and partners to streamline the recruitment and onboarding of new staff. Provide regular reporting on progress and any obstacles encountered during the recruitment process.
• Work closely with the Director of IT to establish clear communication channels for requesting IT support or equipment needs across PEU. Ensure consistent IT support for all units within intake and assessment programs.
• Conduct periodic site visits to program locations to assess operational needs and ensure adherence to HR policies. Co-facilitate HR meetings, deliver HR training sessions and offer technical assistance and support to staff and leadership.
• Cultivate relationships with internal and external partners, including those in procurement, IT, finance, HR, fleet management, print shops, vendors, facilities management, and budget offices of partner agencies.
• Assist in the logistical planning of large events, training sessions, and other initiatives. Prepare for emergency situations or unexpected deployments of staff as needed.
• Advise the Deputy Commissioner concerning operational matters, project progress and challenges to help determine the best course of action and develop and implement process and project plans to monitor, track, measure and evaluate on-going work. Not limited to : Coordinator for Coalition / Callahan Schedule. Scheduling inspection dates, adjusting schedules and collecting reports. Distributing Monthly reports and establishing monthly meetings. Prioritize incoming correspondence and escalate to appropriate staff.
• Manage heavy call volume of clients, providers, or staff and assisting with centralized mailboxes and inquiries on client cases with exceptional attention to detail, strong communication skills, and the ability to handle sensitive information with discretion.

Work Location : 33 Beaver Street, New York, NY 10004 Hours / Schedule : Mon-Friday 8 : 00 am 4pm

Qualifications

1. A baccalaureate degree from an accredited college and four years of satisfactory, full-time progressively responsible clerical / administrative experience requiring independent decision-making concerning program management or planning, allocation for resources and the scheduling and assignment of work, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.

2. An associate degree or 60 semester credits from an accredited college and five years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.

3. A four-year high school diploma or its educational equivalent and six years of satisfactory, full-time progressively responsible experience as described in "1" above, 18 months of which must have been in an administrative, managerial, executive or supervisory capacity.

4. Education and / or experience equivalent to "1", "2" or "3" above. However, all candidates must possess the 18 months of administrative, managerial, executive or supervisory experience as described in "1", "2" or "3" above. Education above the high school level may be substituted for the general clerical / administrative experience (but not for the administrative, managerial, executive or supervisory experience described in "1", "2" or "3" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

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.