***This position is open only to City of New York employees serving in the permanent civil service title of PRINCIPAL ADMINISTRATIVE ASSOCIATE***

The Fire Department of the City of New York (FDNY) is the largest Fire Department in the United States and universally is recognized as the world's busiest and most highly skilled emergency response agency. The Department's main goal is to provide fire protection, emergency medical care, and other critical public safety services to residents and visitors in the five boroughs. FDNY members are sworn to serve and protect life and property and the Department works to continually educate the public in fire, life safety and disaster preparedness, along with enforcing public safety codes. Since its inception in 1865, FDNY has helped lead efforts to make New York the safest big city in the nation. This accomplishment requires a steadfast and daily commitment to maintaining the Department's core values.

The Fire Department, City of New York (FDNY), seeks a full-time Administrative Assistant in the Bureau of Family Support. Reporting directly to the Assistant Commissioner, the successful candidate will: play a crucial role in managing office operations, providing support to staff, and ensuring efficient workflow within the unit. Perform various administrative tasks including office management, correspondence, scanning, filing, and data entry.

Key Responsibilities:
- Administrative & Event Support: Provide general administrative support to Assistant Commissioner and unit staff (uniformed and civilian), organizing meetings, and handling correspondence. Assist with all FAU related events.
- Communication: Serve as the first point of contact for visitors and phone inquiries, ensuring a professional and welcoming environment.
- Document Management: Prepare, edit, and distribute internal and external communications, such as memos, emails, reports, and presentations. Maintain organized filing systems for both physical and digital documents.
- Meeting Coordination: Arrange travel and meeting logistics, including booking accommodations and preparing itineraries.
- Office Management: Assist in daily office needs, manage office supplies, and ensure the office environment is well-maintained and conducive to productivity. Process invoices, expense reports, and purchase orders, and assist with basic bookkeeping tasks as needed.

Required Skills and Qualifications:
Communication: Excellent verbal and written communication skills are essential for interacting with staff and clients effectively.
Organizational: Strong organizational abilities to manage multiple tasks and prioritize effectively in a fast-paced environment.
Technical Proficiency: Familiarity with office software (e.g., MS Office Suite) and office equipment is necessary for performing daily tasks efficiently.
Problem-Solving: Ability to handle unexpected situations and resolve issues promptly and professionally.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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 3½ years.

Preference will be given to candidates with prior experience working in a fast pace/demanding office environment. - Excellent written and oral communication skills. - Proficiency utilizing Microsoft Office applications, including Excel, virtual meeting software, and FDNY case management programs. - Self-motivated, with ability to multitask in a deadline-oriented environment. - Strong attention to detail and accuracy in handling documents. - Excellent organizational skills and ability to independently and effectively prioritize tasks.

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

As 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 Education’s website at https://studentaid.gov/pslf/.

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.

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.