CLERICAL COORDINATOR

IF YOU ARE HIRED PROVISIONALLY IN THIS TITLE, YOU MUST TAKE AND PASS THE CIVIL SERVICE EXAM, WHEN IT BECOMES AVAILABLE, TO BE ELIGIBLE FOR CONTINUED EMPLOYMENT.

The Home Energy Assistance Program (HEAP) is a federally funded block grant program, which provides funds to assist households in meeting their energy costs, energy crisis situations and energy-related home repair. The New York State Office of Temporary and Disability Assistance (NYSOTDA) charges the Human Resources Administration as the administrator of HEAP program throughout the City of New York. HEAP funded programs within HRA include Heatline, Infoline as well as several support positions in the Central Office for Processing and Management Information Services. Citywide programs are also funded in Department for the Aging (DFTA) and the Department of Youth and Community Development (DYCD).

Under direction of the Executive and Deputy Directors of HEAP, with wide latitude for independent initiative and decision-making, the Clerical Coordinator supervises 15 temporary employees performing multiple tasks such as data processing, client application indexing and maintenance of HEAP files by season. The Clerical Coordinator performs tasks such as assigning and overseeing the scanning and indexing operation for HEAP and coordinating with various HEAP units and locations to address time-sensitive inquiries from OTDA, elected officials, other Agency programs and leadership regarding issues such as HEAP payments, vendor availability, status of client applications, etc. Client inquiries are critical and time-sensitive as they involve heating and cooling issues in inclement weather for vulnerable New Yorkers. They are also responsible for assisting new staff with onboarding and coordinating training, among a host of other administrative functions.

The Home Energy Assistance Program (HEAP), is recruiting for one (1) Clerical Associate IV, to function as Clerical Coordinator, who will perform the following:

- Lead and supervise 15 temporary workers performing various clerical tasks such as data processing,
client application indexing, and maintenance of HEAP files by season. Supervisory activities include,
but are not limited to, assigning work, scheduling hours for temporary staff performing administrative
and clerical functions, reviewing work of temporary staff, and ensuring deadlines are met.

- Maintain and manage the daily operation of projects assigned by the Deputy and
Executive Directors, making certain that problematic applications are completed in an accurate and
timely manner by assigning, prioritizing, and thoroughly reviewing data entry as completed.
Reconcile information against Employment and Income Verification Services (TALX) matches,
documents, Welfare Management System (WMS) and HEAP system.

- Train subordinates and temporary employees in performance of work activities by holding
individual and unit informational meetings, including demonstration of proper work methods to
increase staff area of competence with the caseload system. With guidance from HEAP management,
assist new staff with obtaining credentials, providing system access, scheduling orientation and training.

- Perform administrative tasks such as assigning and overseeing the scanning and indexing operation
for HEAP and coordinating with various HEAP units and locations across the City to address
time-sensitive inquiries from OTDA, elected officials, other Agency programs and leadership regarding
issues such as HEAP payments, vendor availability, status of client applications, etc.

- Research and coordinate responses to inquiries from OTDA, clients, and Agency leadership
regarding HEAP payments, job status, vendor availability, status of application processing and
expedition of case processing for critical cases where vulnerable individuals need heating and
cooling assistance in inclement weather.

- Facilitate supply and form orders, brochure creation, and a host of other clerical assistance to
the HEAP program.


Work Location: 109 E. 16th Street NY, NY
Hours/Schedule: 8:30AM – 5:30PM

Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.