Job DescriptionThe New York City Housing Authority is seeking a secretary to support Management Services. The Management Services Department supports public housing operations by overseeing lease enforcement activities and managing the implementation of key initiatives to improve service delivery and NYCHA’s effectiveness as a landlord. The department is also responsible for operations policy development and implementation. Units in this department include Office of Tenancy Administration (OTA), Public Housing Reasonable Accommodations Coordinator (PHRAC), Quality Assurance, PIC, and the Policy Unit. Reporting to the Director for Management Services and providing high-level administrative support to the Department, the purpose of this position is to provide assistance with daily administrative activities within the office. Tasks shall include but are not limited to the following:
Perform administrative tasks including answering and routing incoming calls, scheduling and coordinating meetings, managing records and files, distributing reports, tracking and following up
on open items, coordinating logistics for training, managing invoices, and escalating and troubleshooting issues.
Perform clerical functions and provide support for the Management Services Department.
Perform Kronos Timekeeping functions for approximately 35 employees in 3 department divisions.
Prepare requisitions for equipment and services; order transactions through Oracle iPro including processing receipts and ensuring payments to vendors for the department.
Maintain and update important department contact information.
Create documents, administrative reports, letters and memos.
Process incoming mail for the Department.
Create and maintain files; make copies, scan documents.
Perform data entry, retrieve and verify information in Siebel system such as hearing calendar decisions, assigning special cases to users. This includes proof reading hearing officer decision
per calendar, data entry of names and address of Attorney’s and GAL’s in Siebel, and coordinating with OTA staff, Law Department and Hearing office on all discrepancies.
Utilize Movaris to request and complete the Grievance Hearings.
Respond and track telephone and email inquiries from various stakeholders, including Hearing Office, Law Department, GAL’s, Attorneys, and Developments citywide.
Work with Property Management staff and tenants to address and follow-up on escalated issues.
Perform other duties as assigned.
NOTE: Preference will be given to CIVIL SERVICE BRDIGE EXAM# 3971 takers.Additional Information
This vacancy is for a title which is normally filled through the Automated Transfer List System (ATLS). However, employees applying to this location via the Automated Transfer List System
(ATLS) must reapply to this vacancy posting to be considered for this position.
Employees applying for promotional, title or level change opportunities must have served a period of one year at current location and in current title and level (if applicable).
NYCHA residents are encouraged to apply.
NOTE: IF THIS APPOINTMENT IS MADE ON A PROVISIONAL BASIS PURSUANT TO 65 OF THE NYS CIVIL SERVICE LAW, NO TENURE OR PERMANENCE ACCRUES TO AN INCUMBENT IN THIS POSITION BY VIRTUE OF SUCH APPOINTMENT. NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your cover letter that you would like to be considered for the position under the 55-a Program. For detailed information regarding the 55-a Program, visit the link below:https://bit.ly/55aPlease read this posting carefully to make certain you meet the qualification requirements before applying to this position.QualificationsA four-year high school diploma or its educational equivalent approved by a State’s Department of Education or a recognized accrediting organization? Skills Requirement: You will be required to meet the typing skills requirement by demonstrating the ability to type accurately on a personal computer at a minimum speed of 35 words per minute after errors are deducted. You must meet this requirement in order to be appointed.Additional InformationThe 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.