Office Aide, Bureau of Immunization

The mission of the Bureau of Immunization (BOI) is to prevent the occurrence and transmission of vaccine-preventable diseases (VPDs) through comprehensive immunization programs. BOI promotes immunization across the lifespan from infancy through adulthood, works to eliminate disparities in vaccination coverage through data evaluation and support of equitable vaccination services, and actively responds to VPD outbreaks to mitigate their spread and impact on communities.

The BOI Administration Unit is responsible for the day-to-day operations and administrative management of the Bureau. The Unit oversees personnel management of all human resources-related staff actions, assuring appropriate selection of job titles and job specifications as well as ensuring adherence to civil service rules, EEO and labor laws. The Administration Unit also oversees staff training to promote staff professional development in areas such as administration, management and leadership, and advancing subject matter expertise.

The Administration Unit manages the Bureau’s budget, developing budgets, monitoring expenditures, and overseeing procurement of goods and services. The Unit must interact with the Agency’s Bureau of Finance, Grant Administration to ensure funding guidelines are adhered to in budget planning and spending. The Unit is also responsible for office management as it pertains to space assessments, ordering supplies for all staff, assuring security and safety of the office, and handling all operational activities on a day-to-day basis.

Reporting to the Program Management Officer of the Bureau, the Office Aide (College Aide) will assist with office management activities as well as maintaining certain procurement tracking reports.

DUTIES WILL INCLUDE BUT NOT BE LIMITED TO:

• Work with Mailroom staff to collect, sort and distribute mail and packages
• Support meeting planning and coordination with the Administration group and contribute to note taking and sending emails on meeting summary.
• Order office supplies and maintain inventory.
• Oversee office-related issues and report equipment malfunctions via IT/Facility tickets as needed
• Order UPS mailing labels, and mail materials to various stakeholders as needed by supervisor
• Assist with submitting requests for OMNY card reimbursements
• Assist in calling vendors to obtain invoices
• Assist with maintaining some spending spreadsheets as needed

PREFERRED

SKILLS:

• Ability to work independently
• Proficiency in Microsoft Word, PowerPoint, Access, Outlook, and Excel
• Good organizational and communication skills

Why you should work for us:

• Loan Forgiveness:
  As a prospective employee of the City of New York, you may be eligible for federal/state loan forgiveness and repayment assistance programs that lessen your payments or even fully forgive your full balance. For more information, please visit the U.S. Department of Education’s website ((Use the "Apply for this Job" box below).)
• Benefits:
  City employees are entitled to unmatched benefits such as:
  • a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment.
  • additional health, fitness, and financial benefits may be available based on the position’s associated union/benefit fund.
  • a public sector defined benefit pension plan with steady monthly payments in retirement.
  • a tax-deferred savings program and
  • 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…