Facility Manager Assistant

About the role

ONLY PERMANENT EMPLOYEES IN THE TITLE AND THOSE THAT ARE REACHABLE ON THE PRINCIPAL ADMINISTRATIVE ASSOCIATE CIVIL SERVICE LIST ARE ELIGIBLE TO APPLY.

Division/Program Summary

The Bureau oversees district health centers across New York City's five boroughs, ensuring seamless daily operations. District Operations Custodial staff manages cleaning, maintenance, and building needs while ensuring all facilities comply with state regulations and standards. Their efforts promote a safe and efficient environment for staff and the public.

The New York City Department of Health and Mental Hygiene (DOHMH), a recognized leader and innovator in public health and mental hygiene services, seeks a dynamic Clerical Support to join its challenging, fast-paced Bureau of Operations. The Bureau of Operations provides infrastructure and general business services to the agency, to support effective and efficient delivery of public health services. The Bureau of Operations values and encourages enthusiastic individuals devoted to excellence.

Job Duties and Responsibilities

• The Clerical staff - Prepares draft daily facility reports for Facility Manager, and ensure corrective actions are taken.
• Liaison with Facility Manager and assist in walkthroughs for facility inspections at District Health Centers.
• Monitoring Voter registration forms & Public Distribution.
• Prepare and submits PASSPort Orders.
• Works with the custodial team to ensure equipment are maintained and adequate supplies are on site.
• Oversee, follow-up and submit Facility Service Requests.
• Respond to complaints on behalf of the Facility Manager to ensure satisfaction of program staff and patients.
• Assist in Safety & Health training- for Custodial Staff.
• Facilitating complaints received from the surrounding communities as it pertains to the district health centers.
• Coordinated program needs in the District Health Centers.
• Provide outreach information to Community Groups and visitors to the building.
• Assist the Facility Manager with meeting planner schedule internal and external meetings for the Program staff and Community Groups at all thee assign facilities.
• Respond to questions from the community and direct calls to appropriate programs.
• Assist with the distribution and tracking of voter registration forms.
• Represent the Facility Manager at monthly planning meeting with the Program staff; ensure that service request and correspondence flow freely between Program staff and Operations staff.
• Update all report monthly and annually including Standard Operating Procedures Emergency Evacuation Plans Operations Contact List for District Health Centers.
• Work with Facility Manager regarding renovations, and space allotment in the facilities.

Why you should work for us

• Benefits: City employees are entitled to unmatched benefits such as:

• o a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
• o additional health, fitness, and financial benefits may be available based on the position's associated union/benefit fund.
• o a public sector defined benefit pension plan with steady monthly payments in retirement.
• o a tax-deferred savings program and o a robust Worksite Wellness Program that offers resources and opportunities to keep you healthy while serving New Yorkers.

• Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home.
• Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYC a healthy place to live and work.

Additional information

Established in 1805, the New York City Department of Health and Mental Hygiene (NYC Health Department) is the oldest and largest health department in the U.S., dedicated to protecting and improving the health of NYC.

We provide a wide array of 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 social justice initiatives.

As the primary population health strategist and policy authority for NYC, with a rich history of public health initiatives and scientific advancements, from addressing the 1822 yellow fever outbreak to the COVID-19 pandemic, we serve as a global leader in public health innovation and expertise.

Come join us and help to continue our efforts in making a difference in the lives of all New Yorkers!

Qualifications & Requirements

• 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
• 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
• 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;
• 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.