Job Information
City of New York OFFICE ASSISTANT in New York, New York
Job Description
APPLICANTS MUST BE PERMANENT IN THE CLERICAL ASSOCIATE CIVIL SERVICE TITLE, BE PERMANENT IN A COMPARABLE TITLE ELIGIBLE FOR 6.1.9 TITLE CHANGE. OR BE IMMEDIATELY REACHABLE ON EXAM NO. 1190.
The Supportive Programs and Initiatives, Fair Fares program is a Mayoral initiative to subsidize half-fare MetroCard initiative designed to provide accessible discounted Metro Cards for subways and local bus service to low-income families who are in receipt of Cash Assistance, Supplemental Nutritional Assistance Program as well as New York City residents who are living at or below the federal poverty line.
The Supportive Programs and Initiatives, Fair Fares program is recruiting for one (1) Clerical Associate III to function as an Office Assistant.
The Clerical Associate (CA) will be responsible for maintaining an efficient and organized office for the five borough-based operations or the Electronic Application Processing Unit (EAPU) of the Fair Fares Program, by providing administrative support, through a variety of duties, to the Site Director or Supervisor. The employee will prepare and distribute confidential memoranda, reports, and other documents. This position will be responsible for performing clerical assignments such as data entry and preparation of applications. The Clerical Associate III will also maintain calendars, schedule meetings, answer telephones to disseminate information to callers, take messages, reserve conference rooms as well as order and dispense supplies, troubleshoot, and report problems with office equipment.
The Office Assistant will:
- Greet and sign in Visitors to the site/office; route participants to designated areas by issuing a
ticket number.
- Maintain active communications with Fair Fares Program staff including Site Director, Community
Coordinators, and Community Associates for follow up on programmatic deliverables.
- Provide assistance to the Community Coordinator and other managers by updating and
maintaining calendars, by scheduling and preparing materials for meetings, trainings, events; keep the
daily roster; notify staff of Fair Fares site visitors.
- Categorize, organize, and monitor all electronic files; Scan and index program related documents,
emails and external/internal communications into repository; and ensure participant records are
compiled, reconciled and filed as per program standards and search for files difficult to locate.
- Take minutes and provide a transcript to all attendees at meeting as directed by the Community
Coordinator or Site Director.
- Utilize various reports and databases to search for participant information to ensure accurate and
timely reporting of Program information, discounts, and processing of refunds.
Data enter information into the Fair Fares and intranet Quorum (I.Q) systems.
Create and maintain spreadsheets, logs, and other forms of paper and electronic records to track
and monitor the flow of participants in and out of the site; track progress and outcomes of special
projects within both units.
- Answer telephone take messages and handle incoming and outgoing mail for the Fair Fares site.
Work Location:
132-140 W. 125th Street NY, NY
Hours/Schedule:
9:00-5:00
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.