Administrative Assistant

*** This position is open only to City of New York employees serving in the permanent civil service title of PRINCIPAL ADMINISTRATIVE ASSOCIATE***

The Fire Department of the City of New York (FDNY) is the largest Fire Department in the United States and universally is recognized as the world's busiest and most highly skilled emergency response agency. The Department's main goal is to provide fire protection, emergency medical care, and other critical public safety services to residents and visitors in the five boroughs. FDNY members are sworn to serve and protect life and property and the Department works to continually educate the public in fire, life safety and disaster preparedness, along with enforcing public safety codes.

Since its inception in 1865, FDNY has helped lead efforts to make New York the safest big city in the nation. This accomplishment requires a steadfast and daily commitment to maintaining the Department's core values.

The Fire Department, City of New York (FDNY), seeks a full‑time Administrative Assistant in the Bureau of Family Support. Reporting directly to the Assistant Commissioner, the successful candidate will: play a crucial role in managing office operations, providing support to staff, and ensuring efficient workflow within the unit. Perform various administrative tasks including office management, correspondence, scanning, filing, and data entry.

• Administrative & Event Support:
  Provide general administrative support to Assistant Commissioner and unit staff (uniformed and civilian), organizing meetings, and handling correspondence. Assist with all FAU related events.
• Communication:
  Serve as the first point of contact for visitors and phone inquiries, ensuring a professional and welcoming environment.
• Document Management:
  Prepare, edit, and distribute internal and external communications, such as memos, emails, reports, and presentations. Maintain organized filing systems for both physical and digital documents.
• Meeting Coordination:
  Arrange travel and meeting logistics, including booking accommodations and preparing itineraries.
• Office Management:
  Assist in daily office needs, manage office supplies, and ensure the office environment is well‑maintained and conducive to productivity. Process invoices, expense reports, and purchase orders, and assist with basic bookkeeping tasks as needed.

• Communication:
  Excellent verbal and written communication skills are essential for interacting with staff and clients effectively.
• Organizational:
  Strong organizational abilities to manage multiple tasks and prioritize effectively in a fast‑paced environment.
• Technical Proficiency:
  Familiarity with office software (e.g., MS Office Suite) and office equipment is necessary for performing daily tasks efficiently.
• Problem‑Solving:
  Ability to handle unexpected situations and resolve issues promptly and professionally.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

• 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
• 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
• 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;
• 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…