Salary: $40,889.00 – $52,412.00 Annually
Location : 57 St. Paul Street Rochester, NY
Job Type: Full-Time
Job Number: 23GG629DRA36
Department: Department of Recreation & Human Services
Bureau: Human Services
Opening Date: 07/24/2023
Closing Date: 8/4/2023 11:59 PM Eastern
General Description
The Secretary to the Deputy Commissioner will assist the Deputy Commissioner in the day to day functioning of the Bureau of Human Services, which is housed within the City of Rochester’s Department of Recreation and Human Services (DRHS). The Secretary will work closely with the Deputy Commissioner and the program managers within the Bureau of Human Services to ensure that all of the programs have the supplies they need, professional services agreements in place, new staff is successfully on boarded, as well as making any travel arrangements and food plans for the program within the Bureau. This position will also manage the Deputy Commissioner’s calendar and respond to inquiries about the Bureau. The Secretary to the Deputy Commissioner role is an opportunity for someone to learn and understand how government processes and human services programs function.
CITY RESIDENCY WILL BE REQUIRED WITHIN ONE YEAR OF HIRE.
Typical Work Activities
• Answer all Freedom of Information Law (FOIL) requests for information that come to DRHS;
• Manage the Deputy Commissioner’s calendar, make appointments, and respond to meeting requests;
• Update and maintain department’s employee handbook and policies and procedure electronic documents;
• Facilitate the professional services agreements for the Bureau of Human Services;
• Order supplies, make travel arrangements for staff within, and order food per City’s purchasing policy for the Bureau of Human Services;
• Travel to City Hall, as needed, to pick up duplication request, agreements, etc. to bring back to 57 St. Paul St;
• Take notes and write action item emails after pertinent meetings;
• Follow the City’s onboarding procedure by ensuring that new staff within the Bureau have everything they need for when they start work;
• Assist the Deputy Commissioner with goals and planning for the Bureau;
• Provide backup assistance to the DRHS Project Manager for purchasing, Project Assistant for contracts, and the Executive Assistant to the Commissioner of DRHS;
• Ensure that the DRHS breakroom, vending machines, and various printers are up to date with supplies and working properly;
• Support with preparing and writing external grant applications;
• Work with the DRHS communication team on marketing flyers and messaging for the programs in the Bureau;
• Other duties as assigned.
Minimum Qualifications
Bachelor’s degree business administration, human services, or related field AND at least one year of professional experience in administration, human services, secretarial or closely related field; OR
Associate’s degree or equivalent in office technology/secretarial science, business administration, human services, or related field AND at least three years of professional experience in administration, human services, secretarial or closely related field; OR
High school diploma AND at least five years of professional experience in administration, human services, secretarial or closely related field.
For full-time employees:
The City of Rochester offers a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, long-term disability, holidays, vacation, and sick leave.
For less-than full-time employees:
The City of Rochester offers numerous growth opportunities to include the potential to transition into full-time, permanent employment.