Administrative Associate

Build your career while building NYC schools!

Administrative Services (AS) provides facilities and support services, supplies, and equipment to keep SCA departments running smoothly on a day-to-day basis.  AS is responsible for Active Plans Library, Records Management, Facilities Services, Mail Room, Motor Pool, Reprographics, Sales Plans Room, Security and Supplies.

Job Description Summary

The primary purpose of the Administrative Associate position is to provide clerical and/or administrative support to senior supervisory personnel within the New York City School Construction Authority.

Job Description

Responsibilities include:

• Handle routine duties of relevance to their supervisors.
• Filing various forms of written correspondence
• Retrieves documents from internal systems (Admin Scan, Bid Set, BCC), processes files through HP Smart Stream, and coordinates printing.
• Completing various forms and paperwork including monitoring the SMART system and following up with employees.
• Answering telephones and greeting visitors to their department.
• Sorts and opens mail, archives document, serves legal papers in the process server role, and provides support on special projects and interdepartmental tasks, including handling insurance documents such as Certificates of Insurance.
• Reviews approved change orders, scans and renames files, uploads to EDOCs, and ensures quality control of documentation.
• Searches the APL library and submits documents to REPO and coordinates with archives when specifications are not readily available.
• May occasionally train and/or assist temporary clerical personnel or interns.
• Must be able to lift up to 80 pounds for tasks such as transporting drawing sets and replacing large plotter paper rolls.
• Performs related duties, as assigned.

May perform the duties of lower-level clerical personnel, such as:

• Produce written documents from handwritten drafts or based upon written or verbal instructions.
• Duplicate, sort. relay, and route information in written, printed, verbal, or electronic formats.
• Store and retrieve information in written or electronic formats.
• Arrange, assign, and schedule designated resources for staff members.
• Operate applicable office equipment to perform tasks.
• Assist staff personnel with administrative-related issues as needed.
• May be delegated authority to assign work to staff support or Intern personnel or may determine the priority for tasks to be performed by these individuals.
• Performs administrative tasks relevant to the division assigned.
• The use of reading comprehension, grammar, word processing, and data entry abilities when completing and/or proofreading various types of paperwork (e.g., memos, letters, reports, etc.).
• Follow established office procedures and rules to complete various types of paperwork (e.g., memos, spreadsheets, reports, etc.).
• Complete a variety of office duties including filing, copying, mail sorting and distribution, answering telephones and greeting visitors, scheduling meetings, and ordering supplies.
• Verifying and comparing information when processing various types of paperwork (e.g., billing invoices, change orders, purchase, requisitions).
• Maintaining alphanumeric: and/or chronological hard copy files using binders, folders, or tickler files; entering and accessing information using computer spreadsheets (e.g., time sheets, change orders, phone logs, etc.).
• Occasionally training and/or assisting temporary clerical personnel or interns; and performing the duties of lower-level clerical personnel.
• Maintaining and updating their supervisor’s schedule.

Weighted considerations:

• EDOCS software
• HP Smart Stream for printing large format drawings.
• Experience with using plotters

POSTING CLOSING DATE: 06/12/25

Civil Service Classification: Competitive

Salary:

• Appointment Rate: $64,310.00
• Incumbent Rate: $73,957.00

Subject to the provisions of the Collective Bargaining Agreement, the appointment rate for any newly hired employee, or employees with less than two years of active City or SCA service, shall be 15% less than the applicable incumbent rate.

Education

High school diploma or its educational equivalent

Certifications (if required)

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