Job Information
City of New York CENTRALIZED INDEXING UNIT OPERATIONS SUPERVISOR in New York, New York
Job Description
APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE TITLE
Family Independence Administration's provides temporary help to individuals and families with social service and economic needs to assist them in reaching self-sufficiency via essential and diverse programs/services, such as: temporary cash assistance, SNAP, childcare, eviction prevention services, adult protective services, job training, employment plans/support, domestic violence assistance, child support enforcement, etc.
Under general supervision from the program Director, with some latitude for independent initiative and judgment, the incumbent is responsible for assessment, implementation, and improvement of CIU, internal FIA and external non-FIA indexing operations. Addresses a broad range and high volume of priorities, questions, and issues as they arise from internal FIA (SNAP, CA) and external non-FIA (Map, OCSS, FFNY, HASA, HCSP, IDNYC, APS, 00) employees to accurately determine a follow-up action when issues arise with scanned documents (e.g., unclear, duplicative, not scanned properly, not found in the right customer folder). The Centralized Indexing Unit specializes in indexing. The program utilizes data entry functions to scan, and/or index uploaded Client documents via self-service scanners, mobile phones docs and SNAP facilitated enrollment from community-based organizations.
FIA’s Office of Support Services, Centralized Indexing Unit is recruiting for one (1) Principal Administrative Associate Level II to function as Centralized Indexing Unit Operations Supervisor, who will:
- Serve as a liaison for indexing overtime for those working overtime across over 1,000+ internal
(FIA) and external (non-FIA) programs. Manages relationships with FIA and non- FIA programs.
Provide oversight and monitors internal program operations when the program director is out of
the office.
- Provide oversight and monitors the daily productivity of all indexers via the Citywide indexing
report and the Daily indexing report, which is generated twice a day, in support of the program
director.
- Order office supplies, monitors the use of scanners to ensure scanners are operating properly
and documentation scanned is legible. Ensures that equipment receives routine maintenance.
Follow up on unresolved systemic tickets and issues.
- Consult with Unit Supervisors on program challenges and provides guidance to the program
director on complex issues and administrative personnel matters for efficiency, quality, and
productivity.
- Review the daily statical reports prepared by the Unit Supervisors to ensure all areas are
performing at the same level. Audits work produced by the Unit Supervisors and meets with those
staff on a routine basis to set priorities, develop goals, monitor case statuses, and identify potential
problems.
- Coordinate, supervise, train and evaluate staff which includes Clerical Associate, PAA and Temps
to ensure that uniform procedures are implemented, that deficiencies are corrected, and staff
utilization is optimized. Conduct and participate in staff meeting to keep staff informed of agency
goals and provides direction for new and revised policies and procedures.
- Rate and evaluate job performance Of Unit Supervisors. Hold conferences with the supervisors
regarding disciplinary, personal problems and training issues. Train and provide technical
assistance for the supervisory staff, keeping them informed of changes in United States postal
service and agency mail operations policies and regulations.
- Participate in the interviewing process to recruit/hire staff for new projects or for existing projects
which require additional staff.
Work Location:
95 Evergreen Avenue, 4th Floor , Brooklyn, NY
Hours/Schedule:
Monday – Friday, 9:00am-5:00pm
Qualifications
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
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
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;
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 3½ 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.