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Facility Manager Assistant - job 2 of 3

Job Description

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.

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. Our mission is to safeguard the health of every resident and cultivate a city where everyone, regardless of age, background, or location, can achieve their optimal health. 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!

Commitment to Equity:

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.

The NYC Health Department is an inclusive equal opportunity employer committed to providing access and reasonable accommodation to all individuals. To request reasonable accommodation to participate in the job application or interview process, contact Sye-Eun Ahn, Director of the Office of Equal Employment Opportunity, at [email protected] or 347-396-6549.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

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.

Additional Information

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.

Average salary estimate

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$75000K

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What You Should Know About Facility Manager Assistant, City of New York

The New York City Department of Health and Mental Hygiene (DOHMH) is excited to offer a fantastic opportunity for a Facility Manager Assistant in NYC! If you are ready to put your organizational skills to good use, this role is for you. As a Facility Manager Assistant, you will be a vital part of our Bureau of Operations, helping ensure that our district health centers across the five boroughs run efficiently and effectively. Your day-to-day responsibilities will include preparing daily facility reports, acting as a liaison with the Facility Manager for inspections, and ensuring that our custodial team has everything they need for smooth operations. You'll be responding to community inquiries and assisting with the coordination of meetings and activities within the centers. This role requires a proactive attitude and the ability to handle multiple tasks gracefully. If you're passionate about public health and want to contribute to a team that makes a tangible difference in the lives of New Yorkers, consider joining us! With our competitive benefits package, including health insurance, job security, and flexible work-from-home policies, this is an opportunity you won't want to miss. Embrace the chance to bring your skills to a dynamic environment while helping promote the health and well-being of our city’s residents.

Frequently Asked Questions (FAQs) for Facility Manager Assistant Role at City of New York
What are the main responsibilities of the Facility Manager Assistant at NYC Department of Health and Mental Hygiene?

As a Facility Manager Assistant at the NYC Department of Health and Mental Hygiene, your main responsibilities will include preparing daily reports for the Facility Manager, assisting in inspections at health centers, managing equipment and supplies, addressing community complaints, and ensuring the facilities operate in compliance with regulations. You will play a key role in facilitating communication between the program staff and operations, making your position crucial to our mission of public health.

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What qualifications do I need to become a Facility Manager Assistant at NYC Health Department?

To apply for the Facility Manager Assistant position at the NYC Health Department, you need a relevant background that includes a baccalaureate degree with three years of clerical or administrative experience, or an associate degree with four years of experience, or a high school diploma with five years of experience. Importantly, at least one year of supervisory experience is required. This role calls for candidates who are proactive and have a strong background in administrative support.

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What does the work environment look like for a Facility Manager Assistant at the NYC DOHMH?

The work environment for a Facility Manager Assistant at the NYC Department of Health and Mental Hygiene is dynamic and fast-paced. You will be collaborating closely with a committed team and engaging with community groups and public health efforts. Additionally, the department promotes a culture of inclusivity and excellence, which creates a supportive atmosphere for personal and professional growth.

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What benefits do Facility Manager Assistants receive at the NYC Health Department?

Facility Manager Assistants at the NYC Department of Health and Mental Hygiene enjoy exemplary benefits, including premium-free health insurance, a defined benefit pension plan, and various wellness programs. These advantages ensure both financial security and access to resources that support overall health and well-being, making this position an attractive opportunity.

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Is there any training provided for the Facility Manager Assistant role at NYC Health Department?

Yes, as a Facility Manager Assistant at the NYC Department of Health and Mental Hygiene, you will receive training that equips you with the necessary knowledge and skills to manage the facility effectively. This training includes health and safety protocols specific to custodial staff and ensures that you are fully prepared to contribute to the operations of the district health centers.

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Common Interview Questions for Facility Manager Assistant
What interests you about the Facility Manager Assistant position at NYC Health Department?

When answering this question, emphasize your passion for public health and how this role aligns with your career goals. Discuss your enthusiasm for contributing to a team that impacts the well-being of New Yorkers and how your skills can help the department achieve its goals.

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How do you prioritize tasks as a Facility Manager Assistant?

Illustrate your organizational skills by explaining your approach to prioritization. You could mention using tools like to-do lists or project management software to ensure you meet deadlines while addressing urgent requests appropriately, demonstrating your ability to handle multiple responsibilities.

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Can you describe your experience with administrative procedures?

Here, you should detail your previous administrative roles, highlighting specific functions you've managed, such as report preparation, data entry, or budget tracking. Discuss how these experiences have prepared you for the administrative demands of a Facility Manager Assistant role.

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What steps would you take to handle a complaint from the community?

Explain your process for handling complaints effectively. You should emphasize the importance of active listening, documenting the complaint, taking appropriate corrective actions, and following up with the community member to ensure satisfaction.

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How would you support the custodial team in maintaining equipment?

You can answer this by discussing how you would monitor supplies, ensure proper maintenance procedures are followed, and facilitate communication between the custodial team and management to address any issues promptly.

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Describe a time when you had to coordinate an event or meeting.

Share a specific example of an event or meeting you organized. Discuss how you handled logistics, communication with attendees, and any challenges you overcame to make the event successful, tying it back to your potential role as a Facility Manager Assistant.

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What tools or software are you familiar with for managing tasks and reports?

Mention any relevant software you've used in previous roles, such as Microsoft Office Suite, project management tools, or databases. Highlight your adaptability in learning new systems quickly, which is essential for this role.

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How would you ensure compliance with state regulations in facility management?

Discuss your understanding of compliance standards and regulations. Explain how you would stay informed about changes in regulations, train staff accordingly, and conduct regular inspections to maintain compliance.

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What approach do you take to teamwork and collaboration?

Describe your philosophy on teamwork, emphasizing the importance of open communication, respect, and cooperation. Illustrate how you’ve successfully collaborated with diverse teams in the past.

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What strategies would you implement to enhance the operational efficiency of district health centers?

Provide insights into process improvement techniques you've utilized in the past. This may include streamlining procedures, using data analysis to identify bottlenecks, or adopting new technologies to enhance operational efficiency.

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EMPLOYMENT TYPE
Full-time, hybrid
DATE POSTED
April 21, 2025

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