Executive Assistant in the Housing Litigation Division (HLD)

Job DescriptionAbout the Agency:The New York City Department of Housing Preservation (HPD) promotes quality and affordability in the city's housing, and diversity and strength in the citys neighborhoods because every New Yorker deserves a safe, affordable place to live in a neighborhood they love.- We maintain building and resident safety and health- We create opportunities for New Yorkers through housing affordability- We engage New Yorkers to build and sustain neighborhood strength and diversity.HPD is entrusted with fulfilling these objectives through the goals and strategies of Housing Our Neighbors: A Blueprint for Housing and Homelessness, Mayor Adams comprehensive housing framework. To support this important work, the administration has committed $5 billion in new capital funding, bringing the 10-year planned investment in housing to $22 billion the largest in the citys history. This investment, coupled with a commitment to reduce administrative and regulatory barriers, is a multi-pronged strategy to tackle New York Citys complex housing crisis, by addressing homelessness and housing instability, promoting economic stability and mobility, increasing homeownership opportunities, improving health and safety, and increasing opportunities for equitable growth.Your Team:The Office of Enforcement and Neighborhood Services (OENS) leads the agencys effort to work closely with other HPD divisions and outside community partners to identify buildings in distress, assess and develop appropriate strategies to address those properties and work closely with responsible owners to develop a plan to improve conditions and return buildings to firm financial footing and physical health. OENS uses enforcement tools within its Division of Code Enforcement, Housing Litigation Division, Emergency Operations and Enhanced Enforcement, and the Division of Neighborhood Preservation to ensure compliance with legal and regulatory obligations.The Office of Enforcement of Neighborhood Services is composed of six divisions: Data Management & Technology (DMT), Division of Neighborhood Preservation (DNP), Administration & Internal Compliance (AIC), Housing Litigation Division (HLD), Division of Code Enforcement (DCE), and Emergency Operations and Enhanced Enforcement Division (EOD).Your Impact:The Housing Litigation Division (HLD) initiates litigation against owners seeking the correction of violations. HLD consists of attorneys and support staff Units for each borough, Anti-Harassment, Lead the Certification of No Harassment Unit and Judgments and Enforcements.Your Role:The Office of Assistant Commissioner for the Housing Litigation Division (HLD) is seeking an Executive Administrative Assistant. Reporting directly to the Assistant Commissioner executing tasks independently and confidentially with the highest level of discretion the Executive Assistants responsibilities include overall support to the Assistant Commissioner and Executive staff as it relates to the day-to-day operations of the office.Your Responsibilities:As an Executive Assistant for the Housing Litigation Division, the selected candidate will be responsible for, but not limited to the following:- Provide direct, executive and professional administrative support to the Assistant Commissioner including but not limited to: prioritizing meetings, assisting with meetings and calendar management and meeting and events preparation; tracking, assigning and monitoring ticklers and correspondence to ensure timely responses;- Draft correspondence on behalf of the Assistant Commissioner; prepare agendas, circulate documents of interest and compile data and other information for the Assistant Commissioner in anticipation of meetings and presentations;- Liaise with all OENS divisions, internal and external parties and interface on behalf of the Assistant Commissioner on administrative matters including responses to agency-wide administrative initiatives/projects;- Assist the Assistant Commissioner with the collection and coordination of decisions of interest and important pleadings/motion samples for HLD;- Responsible for the preparation and distribution of the Heat & Hot Water Charts for HLD during heat season;- Support the Director of Operations with discreet tasks;- Search case management system (LMS) to ascertain specifics of litigation;- Track and prepare external and internal information and briefing requests, particularly from Inter-Governmental Affairs and the Office of Communications, and coordinate a timely response;- Liaise with Law Department on tracking of HLD appeals;- Act as primary point of contact for administrative functions of the office, including ordering supplies, maintaining the supply room and distributing supplies to HLD staff as necessary;- Maintain Executive and Personnel files;- Responsible for distribution of employee payroll;- Responsible for preparing vendor invoices and payment and processing attorney registration and notary public renewals;- Review mail directed to the Assistant Commissioner and distribute to Division;- Answer phones and direct inquiries accordingly.Qualifications1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.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.