Office Assistant, Bureau of Customer Support

Job DescriptionCollege Aide / InternPart-TimeUndergraduate Students at the Junior/Senior YearEstablished in 1805, the New York City Department of Health and Mental Hygiene (the NYC Health Department) is the oldest and largest health department in the country. Our mission is to protect and improve the health of all New Yorkers, in service of a vision of a city in which all New Yorkers can realize their full health potential, regardless of who they are, how old they are, where they are from, or where they live.As a world-renowned public health agency with a history of building transformative public health programming and infrastructure, innovating in science and scholarship to advance public health knowledge, and responding to urgent public health crises from New York Citys yellow fever outbreak in 1822, to the COVID-19 pandemic we are a hub for public health innovation, expertise, and programs, and services. We serve as the population health strategist, and policy, and planning authority for the City of New York, while also having a vast impact on national and international public policy, including programs and services focused on food and nutrition, anti-tobacco support, chronic disease prevention, HIV/AIDS treatment, family and child health, environmental health, mental health, and racial and social justice work, among others.Our Agencys five strategic priorities, building off a recently-completed strategic planning process emerging from the COVID-19 emergency, are:1) To re-envision how the Health Department prepares for and responds to health emergencies, with a focus on building a response-ready organization, with faster decision-making, transparent public communications, and stronger surveillance and bridges to healthcare systems 2) Address and prevent chronic and diet-related disease, including addressing rising rates of childhood obesity and the impact of diabetes, and transforming our food systems to improve nutrition and enhance access to healthy foods3) Address the second pandemic of mental illness including: reducing overdose deaths, strengthening our youth mental health systems, and supporting people with serious mental illness4) Reduce black maternal mortality and make New York a model city for womens health5) Mobilize against and combat the health impacts of climate changeOur 7,000-plus team members bring extraordinary diversity to the work of public health. True to our value of equity as a foundational element of all of our work, and a critical foundation to achieving population health impact in New York City, the NYC Health Department has been a leader in recognizing and dismantling racisms impacts on the health of New Yorkers and beyond. In 2021, the NYC Board of Health declared racism as a public health crisis. With commitment to advance anti-racist public health practices that dismantle systems that perpetuate inequitable power, opportunity and access, the NYC Health Department continues to work in and with communities and community organizations to increase their access to health services and decrease avoidable health outcomes.PROGRAM AND JOB DESCRIPTION:Within the Office of External Affairs is the Bureau of Customer Support Services and within the Bureau is the Graphics and Reproductions Unit. Graphics and Reproduction Services: Directs, controls, and coordinates a large staff providing varied essential Agency services. Manages and coordinates the safeguarding of highly sensitive and confidential records and documents. Assures all legal standards are fully complied with respecting to care, control and archival storage. Provide DOHMH with cost-effective, quality print materials in a timely manner. Books, brochure, business cards, certificates, envelopes, flyers, forms, newsletters, plastic signage, slides and stationery are just some of the items produced. The Graphics section produces layouts, negatives, and digital output; the Reproduction section produces printed, photocopied and bound documents. Graphics also serves as the agency's Form Control Unit.DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:College Aide Position - Part Time - 25 hours per week to work under the direction of the Deputy Director with the proposed duties below and not limited to:Performs moderately difficult data entry and retrieval using offices systems and /or make the data available to staff in such routine functions.Performs difficult and responsible clerical tasks related to the shop operations such as receiving and transmitting telephone and email messages; maintaining all time and personnel records of shops' locations; preparing other required shop; requisitioning supplies and maintaining shop inventory, control of stock; using Microsoft Office Suite (Excel, Word, PowerPoint)Performs incidental typing using a Microsoft Office Suite - WordSee that scheduling priorities are followed by all staff and communicated to the Deputy Director.Monitor staff's calendar, attendance and reported ass needed to the Deputy Director and the Assistant Commissioner.Assist with scheduling print, bindery and shipping assignments.Provide the Production Manager ongoing updates on print jobs throughout every day.Assist in communications with Vendor's Reps regarding turnaround times, questions and issues.Report production space - inventory/space management throughout each dayKeeping logs of maintenance and repairsTroubleshoot issues regarding uploads of files to be printed and print jobs in the queue.Ad hoc duties as requested by the Deputy Director or Assistant Commissioner.**IMPORTANT NOTES TO ALL CANDIDATES:Please note: If you are called for an interview you will be required to bring to your interview copies of original documentation, such as:- A document that establishes identity for employment eligibility, such as: A Valid U.S. Passport, Permanent Resident Card/Green Card, or Drivers license.- Proof of Education according to the education requirements of the civil service title.- Current Resume- Proof of Address/NYC Residency dated within the last 60 days, such as: Recent Utility Bill (i.e. Telephone, Cable, Mobile Phone)Additional documentation may be required to evaluate your qualification as outlined in this postings Minimum Qualification Requirements section. Examples of additional documentation may be, but not limited to: college transcript, experience verification or professional trade licenses.If after your interview you are the selected candidate you will be contacted to schedule an on-boarding appointment. By the time of this appointment you will be asked to produce the originals of the above documents along with your original Social Security card.**LOAN FORGIVENESSAs a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Educations website at StudentAid.gov/PSLF."FINAL APPOINTMENTS ARE SUBJECT TO OFFICE OF MANAGEMENT & BUDGET APPROVALQualificationsFor Assignment Level I:Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.For Assignment Level II (Information Technology):Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.For Assignment Level III (Information Technology Fellow):Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.SPECIAL NOTEMaximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.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.