College Aide

Company Description

Job Description

The New York City Department of Sanitation (DSNY) keeps New York City healthy, safe, and clean by collecting, recycling, and disposing of waste, cleaning City streets and vacant lots, and clearing snow and ice. DSNY is the nation's largest municipal sanitation agency, with nearly 10,000 employees, 59 district garages, and a fleet of more than 5,000 trucks, cars, and other types of equipment. The Department clears litter, snow, and ice from approximately 6,500 miles of City streets and removes debris from vacant lots as well as abandoned vehicles from City streets.

HUMAN RESOURCES

The Human Resources Bureau is responsible for processing personnel and payroll transactions for all DSNY employees. The
Bureau processes new hires, promotions, employee level changes, and ID cards. As the DSNY workforce is rapidly growing
and takes on new initiatives to better serve the City of New York, the HR Unit is committed to providing support.

The responsibilities will include but are not limited to:


-Provide administrative support, including filing confidential documents in employee personnel files and assisting with employee processing.

-Assist with HR-related projects as needed.

MEDICAL DIVISION

DSNY has an internal Medical Division that operates an occupational health facility and various other programs. College Aides will assist Medical Records and other Medical Division staff with duties related to regular health care facility operations, as well as pre-employment medical examinations.


Students will be responsible for vital clerical functions and special projects including, but not limited to, the following:


-Safeguarding employee health records according to departmental standards
-Processing data for integration into electronic employee health records
-Ensuring that the physical employee heath record is organized, accurate, and meets departmental standards
-Routing documentation to the appropriate unit/division personnel
-Processing documentation for pre-employment medical assessments
-Confirming/Verifying and digitizing various compliance materials mandated by law and agency policies
-Preparing physical copies of employee health records for transfer to archives managed by the NYC Department of Records and Information Systems
-Filing, faxing, mailing correspondence, answering phones, data entry, reviewing and identifying various components of employee health records, transporting records, and tracking confidential
information
-Other related tasks as assigned

FACILITIES PLANNING & ENGINEERING

The Bureau of Facilities Planning and Engineering provides engineering support services to DSNY's operating bureaus in implementing projects of varying scope, pertaining to new garages and rehabilitation of existing garages, salt storage buildings, and other facilities under DSNY's jurisdiction.

The responsibilities will include but are not limited to:


-Assist with arranging and indexing archival records, on an ongoing basis for file management purposes
-Assemble large sets of contract-related material for distribution to vendors, organize contracts library, draft memoranda, and email
-Schedule meetings using Microsoft Outlook, and monitor telephones for managers and supervisors as needed
-Pick up and distribute inter-office mail on scheduled days to various DSNY locations sort and distribute received mail.
-Assist with clerical tasks such as copying and filing documents in folders, shredding documents, etc.
-Scan architectural and similar drawings, plans, and related files
-Sort, organize, and file paperwork
-Assist with research, and creating electronic files
-Perform light typing, data entry via Excel, and operate

DSNY's SPECIAL WASTE UNIT

The Special Waste team educates New Yorkers on how commonly used automotive and household products can be harmful if improperly stored, used, or discarded. We provide convenient services and resources to safely dispose of harmful products while complying with the law. These services include SAFE Disposal Events, Refrigerant Recovery, and Special Waste Sites.

As a college aide on this team, you will assume a diverse range of responsibilities, all under the guidance of your supervisor. These responsibilities include but are not limited to, assisting with event coordination, conducting vendor research, addressing inquiries from New York City residents about special waste sites and SAFE Disposal Events, accurately inputting and updating data within databases or spreadsheets, and providing assistance with fieldwork as required. All while gaining valuable insights into the handling of Harmful Household Waste.

Technical Assistance & Training Unit (TATU) - Schools:
-Reporting to the Operations Lead and Operations Coordinator, the successful candidate will perform administrative and outreach functions, assisting in the maintenance of DSNY's school recycling programs and the expansion of curbside composting to NYC schools.

Duties may include:
oCorrespondence with schools and partner organizations
oResearching, investigating, and collecting data on school sites for operational planning and reports and providing additional data support.
oAssisting with material fulfillment through web-based platforms.
oAttending and tabling at events and outreach meetings as necessary.


DSNY's Reuse and Donations Unit consists of three online donation tools, community swap events, and a reuse nonprofit partnership to support the NYC's waste diversion goals. donateNYC conducts user outreach, facilitates donations, supports a nonprofit reuse network, and collects and reports reuse data.


The position includes, but is not limited to:
-Conducting in person, phone, and email outreach to increase the number of registered users on the online platforms and direct traffic to donateNYC's community events.
-Coordinating with users to increase donations of both durable goods and food.
-Researching reuse to improve donate NYC services.
-Analyzing past and current data to increase donate NYC's capacity.
-Proposing, planning, and implementing projects based on the program's needs and candidates.

DSNY OFFICE OF EMPLOYMENT & DISCIPLINARY MATTERS (OEDM)

OEDM has the sole responsibility of prosecuting disciplinary cases for the Department. Approximately 200-300 disciplinary complaints are routed to OEDM each month.


The responsibilities will include but are not limited to:


-Filing,
-Copying
-Data entry
-Provide status reports.
-Assisting with internal audits.
-Printing records and updating employees' disciplinary cards.
-Process disciplinary complaints received by OEDM from various work locations.
-Request supporting documentation from employees' work locations when necessary.
-Assist the assigned Lt. Investigator with investigations of arrest matters and administrative tasks associated with disciplinary conferences, as needed.

COLLEGE AIDE (ALL CITY DEPTS) - 10209

Qualifications

For Assignment Level I:
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school.
For Assignment Level II (Information Technology):
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or closely related field, including or supplemented by 9 semester credits in an acceptable course of study.
For Assignment Level III (Information Technology Fellow):
Matriculation at an accredited college or graduate school. Employment is conditioned upon continuance as a student in a college or graduate school with a specific course of study in information technology, computer science, management information systems, data processing, or other area relevant to the information technology project(s) assigned, including or supplemented by 9 semester credits in an acceptable course of study. Appointments to this Assignment Level will be made by the Technology Steering Committee through the Department of Information Technology and Telecommunications.


SPECIAL NOTE
Maximum tenure for all Assignment Levels in the title of College Aide is 6 years. No student shall be employed more than half-time in any week in which classes in which the student is enrolled are in session. Students may be employed full-time during their vacation periods.

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.