Job Description

Administrative Associate

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY. Division/Program Summary: The Division of Disease Control's mission is to safeguard the health of New Yorkers through identification, surveillance, treatment, control, and prevention of infectious diseases, which is achieved through varied and interrelated endeavors of its seven Bureaus. The New York City (NYC) Bureau of Tuberculosis Control (BTBC) aims to prevent the spread of tuberculosis (TB) and eliminate it as a public health problem in NYC. The office of Disease Investigation and Case Management (DICM) is seeking to fill the role of Administrative Associate. Position Summary: Reporting to the Director of DICM; the Administrative Associate (AA) will provide high-level administrative support interacting with line staff and upper management, including the commissioner's office. Job Duties and Responsibilities: - Work closely with the DICM Director (in an administrative capacity); coordinate activities with managers, supervisors, BPHC TB clinics, Surveillance and Epidemiology, Administration, Policy and Planning, Education and Outreach, and Medical Affairs. - Provide administrative support to DICM Offices, including reviewing, copying, and filing documents. - Schedule appointments/meetings and book meeting rooms using the electronic calendar. - Track, maintain and distribute VDOT inventory of mobile telephones. - Order forms, business cards, and other supplies using the appropriate request portal. - Liaise with DICM regional offices to collect, case management meeting schedules; collect and distribute QA audit schedules and reports. - Coordinate all major training events for the offices of DICM, including, Public Health Advisor Day Seminar, Supervisor's Quarterly Meeting, Quarterly Network meetings and other related training events as necessary. - Serves as a Special Administrative Assistant with tasks and projects whenever necessary to facilitate patient care and smooth operation of the office DICM include but are not limited to: o Performing audits of selected reports and activities in the EMR/ TB registry. o Maintain selected databases. o Manage calendars for the director of DICM and serve as point person for scheduling meetings with senior management. Why you should work for us: - Benefits: City employees are entitled to unmatched benefits such as: o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. o additional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund. o a public sector defined benefit pension plan with steady monthly payments in retirement. o a tax-deferred savings program and o a 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! Commitment to Equity: 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. 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 sahn1@health.nyc.gov or 347-396-6549. PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or 2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or 3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; 4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3 years.

Preferred Skills

- Proficient computer skills, including Microsoft Office (Word, Excel, PowerPoint, Visio, etc.) - Very good communicator in oral and written forms, and interpersonal communications. - Strong analytical, and problem-solving skills. - Detail oriented and accurate with details. - Self-motivated with very good organizational skill. - Work independently, work well under pressure and manage tight timeframes.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program. 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 .

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.

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.

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