Administrative Assistant Job at City of New York in New York

Job Description

About 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.

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Your Team:

The Office of Asset and Property Management (APM) leads the agencys effort to protect the Citys investment in affordable housing and ensure that properties remain stable and affordable over the long-term. APM actively monitors the performance and regulatory compliance of projects sponsored, supervised, and owned by the City, and connects people to affordable housing opportunities.

The Office of Asset and Property Management (APM) is composed of five divisions, which includes the Divisions of Asset Management, Property Management & Client Services, Housing Supervision, Housing Opportunities & Program Services, and Co-op Readiness & Technical Services.

The Division of Housing Supervision oversees a large and heavily regulated portfolio of residential properties and units, notably the approximately 45,000 units that comprise the Mitchell-Lama stock. Housing Supervision also administers Senior Citizens Rent Increase Exemptions (SCRIE) for seniors living in government-subsidized developments and HDFC cooperatives across the city. Housing Supervision is committed to ensuring that all properties in its portfolio are safe and habitable; are compliant with City, State and Federal requirements; are financially viable; and remain affordable for current and future residents. Housing Supervision is looking for an Administrative Assistant who will be responsible for reviewing applications for compliance with Mitchell-Lama eligibility requirements including income, occupancy requirements and waiting list status.

Your Impact:

Mitchell-Lama developments are an important source of affordable housing for low to moderate income New Yorkers. Mitchell-Lamas are privately owned but heavily subsidized and heavily regulated. As an Administrative Assistant for the Division of Housing Supervision, you will help oversee this important resource of affordable housing.

Your Role:

Under supervision by the Director of the Mitchell-Lama Portfolio, the selected candidate will serve as the Administrative Assistant to the Portfolio Analyst Unit for the Division of Housing Supervision. The candidate must be detail oriented, able to perform administrative tasks using computer software, including tracking on Microsoft Excel. The applicant must be reliable, have impeccable organizational skills and the ability to multi-task.

Key responsibilities:

- Act as the primary contact for required document submissions and co-op board elections (i.e., notifying, reminding and following up with managers regarding monthly operating reports, quarterly vacancy reporting, annual audited financials and income affidavits and other required submissions, and also following up on co-op board elections). sending reminders to managers

- Respond to emails from Mitchell-Lama managing agents.

- Save documents received by email to the shared drive.

- Maintain document submission trackers on Excel.

- Maintain a co-op board election tracker on Excel.

- Organize and maintain co-op by-laws and house rules files.

- Answer and return calls regarding Mitchell-Lama document submissions, board elections and other matters.

- Assist, resolve and refer constituent questions and complaints to the appropriate staff.

- Create and modify various documents and reports utilizing Adobe Acrobat and Microsoft Office (Word, Outlook, Excel, Powerpoint, Sharepoint, etc.).

- Provide clerical support to the Portfolio Analyst Unit.

- Maintain and update internal/external contact database.

- Schedule meetings.

Preferred skills:

- Interest in affordable housing; experience in housing management is a plus

- Strong analytical, communication and writing skills

- Detailed oriented

- Ability to Multi-task with high volume workload

- A demonstrated proficiency in both MS Excel and Access database systems

- Problem solver with the ability to work well independently and as a team player

- Organized and methodical

- Proficient with Microsoft Office (i.e., Outlook, Excel, Word, etc.)

- Knowledgable of databases (i.e., ACCESS, etc.)

Qualifications

1. 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

2. 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

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 five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;

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 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.