- Only permanent competitive employees in the title of Clerical Associate may apply.*
The New York City Department of Health and Mental Hygiene (DOHMH), a recognized leader and innovator in public health and mental hygiene services nationally and internationally, seeks a dynamic Executive Receptionist to join its challenging, fast-paced office of the Commissioner.
The Executive Receptionist will perform the following duties:
DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:
- Reporting directly to the Office Manager for the Commissioner's Office, the Executive Receptionist will provide premiere customer service support as follows:
- Serve as the Front Desk Manager by coordinating the daily activities of the Reception Area, including receiving and disseminating all incoming calls, faxes and mail; greeting in-person visitors for scheduled appointments; responding to inquiries from the general public, as well as retrieving voicemail messages from the general office mailbox.
- Develop and maintain positive working relationships with staff, internal departments and external agencies, including high-level/executive contacts of a sensitive nature.
- Serve as the first point of contact for the Commissioner's Office in interacting with difficult or complex customers, while maintaining a calm and professional disposition, and effectively communicating problems to the Office Manager as warranted.
- Serve as the primary scheduler for the Chief of Staff, assist with scheduling, planning and coordinating meetings, conferences and conference telephone calls onsite and offsite, including conducting research and preparation of meeting materials and managing the booking of meeting rooms and associated items as needed.
- Ensure meeting attendees have appropriate information, including directions and meeting agenda etc.
- Open and date stamp all general correspondence and deliver office mail to appropriate personnel.
- Manage IQ Correspondence, all outgoing mail, including making arrangements for courier services for high-priority/time-sensitive documents as needed.
- Manage the 8th floor Conference room reservations through Meeting Planner.
- Order supplies as the needed.
- Regularly maintain and update Commissioner's contact list, organizational charts, and email distribution lists.
- Perform other administrative duties such as filing, drafting letters, copying, faxing, etc., and other duties as assigned by the Commissioner and Chief of Staff.
- Assist senior staff with day-to-day activities, which includes compiling prep materials for meetings, coordinating logistics and other details for speaking engagements and other and events.
- Maintain the general filing system for the Chief of Staff and file all correspondence in an efficient, organized and orderly fashion, to facilitate prompt retrieval as needed based on operational needs.
- Perform light word-processing, data entry and secretarial support to the Chief of Staff as necessary.
- Perform as the back-up Fire Safety Warden.
Minimum Qual Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
Proven track-record of 3-5 years professional work experience performing outstanding customer-service; Exceptional Interpersonal, Customer Service. Oral/Written Communication Skills; Demonstrated ability to competently interact and work with diverse clients, including C-Suite/Executive-Level Managers, public officials and the general public; Must be proficient in Microsoft Word/Outlook/PowerPoint/ Excel; Familiarity with the goals, missions and objectives of New York City Department of Health and Mental Hygiene.
**IMPORTANT NOTES TO ALL CANDIDATES:
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 Driver’s 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 posting’s “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.
The federal government provides student loan forgiveness through its Public Service Loan Forgiveness Program (PSLF) to all qualifying public service employees. Working with the DOHMH qualifies you as a public service employee and you may be able to take advantage of this program while working full-time and meeting the program’s other requirements.
Please visit the Public Service Loan Forgiveness Program site to view the eligibility requirements:
Apply online with a cover letter to https://a127-jobs.nyc.gov/. In the Job ID search bar, enter: job ID number # 381464.
We appreciate the interest and thank all applicants who apply, but only those candidates under consideration will be contacted.
The NYC Health Department is committed to recruiting and retaining a diverse and culturally responsive workforce. We strongly encourage people of color, people with disabilities, veterans, women, and lesbian, gay, bisexual, and transgender and gender non-conforming persons to apply.
All applicants will be considered without regard to actual or perceived race, color, national origin, religion, sexual orientation, marital or parental status, disability, sex, gender identity or expression, age, prior record of arrest; or any other basis prohibited by law.
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.