DEPUTY DIRECTOR, HR RECORDS MANAGEMENT/ADMINISTRATIVE SERVICE

Job Description

APPLICANTS MUST BE PERMANENT IN THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE

The Department of Social Services (DSS) is comprised of the administrative units of the New York City Human Resources Administration (HRA) and the Department of Homeless Services (DHS). HRA is dedicated to fighting poverty and income inequality by providing New Yorkers in need with essential benefits such as Food Assistance and Emergency Rental Assistance. DHS is committed to preventing and addressing homelessness in New York City by employing a variety of innovative strategies to help families and individuals successfully exit shelter and return to self-sufficiency as quickly as possible.

Human Resources Solutions (HRS) support the human resources needs of the Department of Social Services, the Human Resources Administration, and the Department of Homeless Services through strategic partnership and collaboration, with the goal of creating an inclusive, motivated, and client centered workforce.

Under the managerial direction of the Director of HR Records Management/Admin Services with latitude to exercise independent initiative and judgment, the Records/Admin Services Supervisor oversees the day-to-day activities of unit staff as well as ongoing projects/initiatives managed by the unit. The Deputy Director is responsible for distribution of work, quality assurance, staff supervision, and project follow up in collaboration with the Director.

HRS Customer Care Solutions is recruiting for one (1) Principal Administrative Associate III to function as a Records/Admin Services Supervisor who will:

• Supervise day-to-day unit operations as it relates to the duties performed by the clerical staff. Ensure that the work is distributed appropriately and consistently, reports are annotated accurately, and that schedules and assignments are adjusted when issues and/or absence arise, or when unit priorities are shifted by the Director or Executive Director, due to departmental initiatives and/or emergencies.

• Coordinate and maintain scheduling activities for unit staff assignments to ensure workflow for scanning, indexing, messenger/mailroom, and reception services are adhered to in accordance with HRS and agency operational needs, as applicable. Provides ongoing and coaching of subordinate staff, including time and leave tracking and approval.

• Provide oversight and participate in organizing and preparing personnel records for scanning, indexing and storage/retrieval. Views HR database systems to check records for accuracy concerning file names ID, case number, and document types; performs quality control on files in HRS systems; and updates systems by submitting tickets for modification to correct discrepancies in files scanned/or indexed and/or uploaded, ensuring accurate data is stored.

• Conduct quality assurance review of the work performed by the unit staff concerning scanning/indexing, monitoring performance, coaching, and reinforcing indexing standards.

• Ensure that unit staff adhere to confidentiality standards by reviewing the scanning/indexing work and ensuring that progress is communicated to the Director and/or management as applicable.

• Maintain and monitor information and control systems to report on the status of activities and services conducted by the unit. Recommends and implement improvements to timeliness where applicable, ensuring adherence to management directives and accurate service delivery.

• Review and determine document types as needed as additional requests are received by various HRS units.

• Conduct image and data retrieval from appropriate systems, prepare reports by researching personnel documents, and respond to requests from executive management concerning document retrieval.

• Conduct research within personnel documents for responses to FOIL requests and audits independently or in collaboration with the unit Director in accordance with complexity, requesting party, and prescribed timeline.

• Coordinate confidential requests from Legal Affairs, Executive Management, Special Investigations, and other authorized offices by retrieving requested documents, ensuring appropriate handling and disclosure.

• Provide assistance to the unit Director with retrieval of documents or outreach to HRS units concerning time-sensitive audit requests.

• Assist the unit Director with contract management documentation, coordination, and invoice payment follow up.

• Ensure that pertinent internal trackers are updated and that communications are sent in a timely manner.

• Screen emails and calls from agency staff and management requesting personnel records, set eligible appointments, and coordinate retrieval in accordance with city and agency retention guidelines.

• Coordinate inventory and request of supplies, ensuring staff conduct proper record keeping and timely distribution.

• Ensure printer parts are properly stored and distributed for installation by Systems staff.

• Perform other duties as it relates to HRS-wide or agency-wide initiatives as requested by management. Other duties as assigned.

Work Location: 4 WTC

Hours/Schedule: 9:00 am to 5:00 pm

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

1. A baccalaureate degree from an accredited college and two 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 three 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 four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above; or

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 year.

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.

Salary Min: $ 68,209.00

Salary Max: $ 78,440.00