Job Information
City of New York EXECUTIVE ASSISTANT TO THE ACCO in New York, New York
Job Description
Only those applicants with permanent civil service status as a Principal Administrative Associate (PAA) are eligible to apply to this job posting, otherwise you will not be considered for an interview. On your cover letter, please state that you are a permanent PAA.
The NYC Department of Environmental Protection (DEP) enriches the environment and protects public health for all New Yorkers by providing 1.1 billion gallons of high quality drinking water, managing wastewater and stormwater, and reducing air, noise, and hazardous materials pollution. DEP is the largest combined municipal water and wastewater utility in the country, with nearly 6,000 employees. DEP's water supply system is comprised of 19 reservoirs and 3 controlled lakes throughout the system’s 2,000 square mile watershed that extends 125 miles north and west of the City.
The Agency Chief Contracting Office (ACCO) is responsible for directing and managing the agency’s procurement. The ACCO's Office works cooperatively with DEP’s operational and support bureaus to manage the procurement process to support their programs and operations requiring capital construction projects, supplies, and services, such as construction and construction-related professional services, primarily, engineering. The ACCO also coordinates with the Mayor’s Office of Contract Services (MOCS), the Comptroller’s Office, the Office of Management and Budget and other agencies. The ACCO’s Office consists of eleven (11) organizational groups: Contract Management, Special Projects, Contract Administration, Contract Compliance and Opportunities, Administrative Services, Purchasing Management, Payments and Accounting, Contracts Review, Large Contract Payments, Contract Negotiations Unit, and Scope/Specifications Review Unit.
Under direction of the ACCO with latitude for independent initiative and decision-making, the selected candidate will be responsible to:
Provide administrative and office support under the direction of the ACCO.
Organize complex calendars and schedules, resolving any scheduling issues. This includes sustaining the ACCOs calendar, as well other calendars and schedules for the department as required.
Coordinate meetings which may include preparing agendas and materials, and transcribing meetings along with distribution of documents.
Liaise and coordinate with all DEP operational Bureau staffs, vendors and other outside agencies as required
Assist with interdepartmental issues to help coordinate problem solving in an efficient and timely manner.
May compile and analyze basic information for inclusion in reports or presentation materials, prepare charts, graphs, or tables as necessary.
May prepare moderately complex reports, maintain records requiring classification and compilation of varied information.
Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives.
The selected candidate must have the skill and ability to coordinate and facilitate among and across Bureaus to complete tasks and assignments and must be able to develop and maintain strong relationships with DEP personnel, the vendor community and oversight agencies. The selected candidate must be able to adapt to a fluid work environment with changing needs and priorities, possess strong analytical and organizational abilities and demonstrate effective, clear and persuasive oral and written communications skills. Must be familiar with Microsoft Excel and Microsoft Word.
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.