Adult Protective Service (APS) is mandated by the State of New York to provide social, legal and protective services to individuals 18 years of age and older, who because of mental or physical impairments are unable to meet their essential needs for food, shelter, clothing or medical care, secure benefits and entitlements or protect themselves from physical or mental injury, neglect , maltreatment, or financial exploitation; are in need of protection from actual or threatened harm, neglect or hazardous coordination; and have no one available who is willing and able to assist them responsibly.

APS establishes appropriate safeguards to protect a given individual's resources, safety, or health, and stabilizes the situation. APS ensures that medical and psychiatric services, eviction prevention, financial management, home care, legal services and as last resort, institutional placements are provided.

Under the general direction of the Borough Office Director, with considerable latitude for independent action, the Office Manager performs difficult and responsible administrative work managing and coordinating the requisitioning, procurement and delivery of forms, office equipment, supplies, telecommunication services and mailroom activities for the APS Borough Office. Supervises clerical support staff involved in performing clerical functions for the APS Office. Monitors the disbursement checks for APS clients who qualify for Emergency Adult Assistance Grants (EAA) and the State Mandate Financial Plan services. These are service plans for APS clients who are considered to be in need of some level of financial assistance. Performs responsible administrative work analyzing problems and resolving related work.

APS would like to consider two (2) candidates who will function as Principal Administrative Assocaite II/ Office Managers who will:

- Coordinate and supervise clerical support staff, Work Experience Program (WEP), Wildcat and contracted services of temporaries Agencies staff involved in the provision of APS Borough Office services including filing, making copies, preparing mail for delivery, entering statistical data into the APS Borough Office database, preparing reports, and assisting in other related functions. Ensure an equitable distribution of work assignments and maintenance of staff coverage.

- Coordinate the timely ordering and delivery of required office equipment and supplies for the APS Borough Office in accordance with operational needs, budget constraints and management priorities. Ensure that office equipment is always operational.

- Liaison with MICSA Administrative Services Division, HRA Office of Procurement Services and General Support Services (GSS) to facilitate the procurement of supplies and equipment.

- Monitor the disbursement checks for APS clients who qualify for Emergency Adult Assistance Grants (EAA) and the State Mandate Financial Plan services. Maintains statistics and prepares monthly reports based on all disbursement of paychecks for APS clients.

- Responsible for the disbursement of paychecks for the APS Borough Office staff. Prepares payroll tracking sheets, verifies information against control data, consults with MICSA Personnel Payroll Administration to resolve discrepancies and confers with staff to insure appropriate payment.

- Oversee the review of all personnel transactions, including request for leave absence, transfers, resignations, retirements, workers compensation claims to ensure that leave requests packages are correct and complete. Ensure that leave requests are forwarded to MICSA Personnel Office in a timely manner.

- Liaison with APS Field Operations Central Office regarding correcting facilities problems such as floor plans modifications, installations of locks, building air conditioning, heating, lighting, elevators and building structural maintenance problems.

- Monitor request for installations of security devices to protect computers and other electronic equipment, copier repairs, telephone equipment installations. Conduct periodic site inspections to ensure that Administrative Services Division is informed of violations.

- Assist with distribution of sub-impress funds for expenditures when necessary. Verifies authorizations forms for utilization of sub-impress funds. Responsible for the review, preparation, and monthly submission of employee's expense claims to the Department of Account Payable and Receivable (DAPAR).

- Review inventory controls by conducting audits of office equipment, supplies and stationery to check materials received against invoices and notes discrepancies in materials received. Maintain records of inventory and shortages; prepare control reports for requisition of supplies and equipment, repairs installations, etc.

- Coordinate the collection and compilation of closed cases for submission to the Bush Tem1inal for storage, by inspecting closed case records, ensuring that they have been closed, boxed, and bar-coded correctly.

- Act as a liaison and coordinator for Welfare Management System (WMS), Factors and Client Information Management System (CIMS) activities; requests passwords for staff and trains staff on system screens. Tracks and reports to MIS all complaints on systems malfunctions.

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.

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.