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NYC Department of Housing Preservation & Development · 4 days ago

Budget & Facilities Administrative Assistant for the Division of Administration & Internal Compliance (AIC)

New York, NY

Full-time

Onsite

Entry Level

$63K/yr - $72K/yr

2+ years exp

The NYC Department of Housing Preservation & Development (HPD) is dedicated to promoting quality and affordability in housing for New Yorkers. They are seeking a Budget & Facilities Administrative Assistant to support the Division of Administration & Internal Compliance by managing budget-related information, assisting with documentation, and maintaining organized filing systems.

CommunitiesGovernmentProperty DevelopmentReal Estate

Responsibilities

Inputting budget related information from GS-1’s, Purchase Orders and invoices into Access database

Retrieving voucher/payment information from FMS and updating Access database

Updating the voucher/payment status report from the GS-1 Access database and monitoring outstanding invoices

Sending GS-1’s and invoices to Fiscal Procurement for processing

Assisting with the preparation, coordination, and tracking of GS-1s and invoices for Code Enforcement, Emergency Repair Program (ERP), and Alternative Enforcement Program (AEP)

Delivering and retrieving documents to and from other programs/divisions upon request

Ordering and distributing ENS forms and other supply items requested from site offices

Preparing routine correspondence, memoranda, and reports for supervisor review

Assisting in the preparation of documents and envelopes for program-related mailings as needed

Maintaining various tracking tools and organized digital filing systems to ensure timely and accurate retrieval of records

Assisting the Facilities Supervisor with administrative functions, including the distribution of uniforms for ENS field staff

Performing various administrative and clerical projects as needed

Qualification

Financial Management SystemsMS OfficeAnalytic skillsProblem-solving skillsOrganizational skillsCity government familiarityCommunication skillsTeam player

Required

A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or

High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or

Education and/or experience which is equivalent to '1' or '2' above. However, all candidates must have at least one year of experience as described in '1' above

Inputting budget related information from GS-1's, Purchase Orders and invoices into Access database

Retrieving voucher/payment information from FMS and updating Access database

Updating the voucher/payment status report from the GS-1 Access database and monitoring outstanding invoices

Sending GS-1's and invoices to Fiscal Procurement for processing