COLLEGE AIDE - Personnel Management and Administration

Job Description

TASK FORCE: Personnel Management and Administration

UNIT: Personnel Management and Administration

JOB TITLE: One (1) Undergraduate College Aide

CONTROL CODE: PMA-27-03

SUMMARY:

The Mayor’s Office of Management and Budget (OMB) is the City government's chief financial agency. OMB's staff of analysts and experts assembles and oversees the Mayor’s expense and capital budgets, which fund the services and activities of approximately 90 City agencies and entities.

Personnel Management & Administration (PMA) is OMB’s central services department. It is responsible for designing, developing and implementing programs to meet the needs of OMB personnel and for providing timely and efficient services to OMB employees. Within PMA, the Human Resources Unit is responsible for all of OMB’s internal operations.

The intern will be responsible for personnel file management, document scanning and uploading, records retention and general administrative functions. The individual will also assist the Payroll Unit with the preparation and distribution of physical paychecks and outgoing correspondence.

JOB DESCRIPTION:

The intern will be responsible for the following tasks and responsibilities:

- Scan, organize and file personnel records and other administrative documents
- Handle sensitive and confidential personnel documents
- Organize and catalog documents and files including:
- Catalog and sort files and folders.
- Upload, categorize and maintain electronic documents in SharePoint
- Create and organize personnel folders for newly hired employees
- Retrieve and remove personnel files for separating employees from physical file cabinets and SharePoint
- Shred confidential documents in accordance with established document disposal and records retention procedures
- Assist the Payroll Unit with the preparation, organization and distribution of physical paychecks
- Prepare and process outgoing mail, including UPS shipments and other employee-related correspondence
- Provide general administrative support to ensure the timely and accurate processing of personnel records and related documentation
- Perform other related duties as assigned

QUALIFICATIONS:

- Good organizational and problem-solving skills.
- Must have outstanding communication and interpersonal skills.
- Ability to maintain confidentiality and handle sensitive information.
- Must have excellent attention to detail and execute responsibilities with a sense of urgency and follow-through.
- Must have proficiency in Microsoft Office (Excel, Word, Outlook and PowerPoint) or the ability to learn new technology quickly.

Preferred Skills:

- Microsoft Office
- SharePoint
- Experience dealing with confidential personnel documents

REQUIREMENTS:

Undergraduate interns must be currently enrolled or accepted into an accredited college or university. Strong analytical, research and communications skills are required. Candidates must have familiarity in MS Word and Excel

Compensation/Duration:

Undergraduate Intern $17.50 per hour

ADDITIONAL INFORMATION:

The internship is available during the fall and spring semesters of the 2026 to 2027 school year. The internship will be part-time, with a maximum of 17 hours per week when school is in session. The schedule will be worked out with the selected candidate based on availability. The work must be done during the regular workday, between 8:00 a.m. and 6:00 p.m. – no evenings or weekends.

A cover letter is required to be considered for this position. Applications submitted without a cover letter will not be considered.

SUBMISSION OF A RESUME IS NOT A GUARANTEE THAT YOU WILL RECEIVE AN INTERVIEW; ONLY THOSE CANDIDATES UNDER CONSIDERATION WILL BE CONTACTED.

Studies have shown that women, people of color, and other under-represented groups are less likely
to apply for jobs unless they believe they are able to perform every task in the job description. We are interested in finding the best candidate for the job and will consider any equivalent combination of knowledge, skills, education, and experience to meet the qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role

WORK LOCATION:

This is an in-person position at OMB’s offices at 255 Greenwich Street.

THE OFFICE OF MANAGEMENT AND BUDGET AND THE CITY OF NEW YORK ARE INCLUSIVE EQUAL OPPORTUNITY EMPLOYERS 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.

You must be a City resident within 90 days of the date of appointment and you must be legally eligible to work in the United States.

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.