Administrative Assistant - New York State Civil Service : Job Details

NY HELP No

Agency Employee Relations, Office of

Title Administrative Assistant

Occupational Category No Preference

Salary Grade NS

Bargaining Unit M/C - Managerial/Confidential (Unrepresented)

Salary Range From $46608 to $58706 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address Agency Building 2, 13th Floor

Empire State Plaza

City Albany

State NY

Zip Code 12223

Duties Description Under the general direction of the Anti-Discrimination Investigations Division (ADID) Director or Assistant Director, the Administrative Assistant will work to coordinate all support activities for the ADID staff, as well as provide direct secretarial and administrative support for the Unit Director and Assistant Director. Duties include but are not limited to: •Assist in the preparation of reports by collecting data.•Draft routine correspondence. •Set deadlines for responses to correspondence and for timely production of reports and notices. Follow-up with staff to ensure completion. •Answer the telephone for the ADID. Respond to routine questions and refer more complex and technical questions to appropriate staff member. •Maintain calendars for ADID staff, schedule meetings and appointments and resolve any scheduling conflicts. Function as primary contact for meeting arrangements. •Accompany the Director to meetings as needed.•Serve as purchasing liaison, procure services and supplies following NYS Procurement Guidelines.•Design, set up and maintain data storage systems, including paper and electronic files for ADID staff and keep shared computer files up-to-date and organized. Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal. •Open, review and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to insure timely replies. •Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.•Serve as liaison to troubleshoot phone and computer issues for the ADID.

Minimum Qualifications •High School Diploma•Two years of relevant experience.*•Highly proficient in the use of Microsoft Office including Excel and PowerPoint. •Excellent organizational, interpersonal, customer service and written communication skills.•Ability to work as part of a team and independently.•Ability to deal with multiple priorities and competing deadlines.•Attention to detail a must.•A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations.*Substitution: Certification (such as the International Association of Administrative Professionals' Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

Additional Comments Work Hours and Telecommuting will be discussed during the interview.The Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability, or other protected class status in the admission to, access to, or employment in their programs or activities.REASONABLE ACCOMMODATION: The Office of Employee Relations/Labor Management Committees provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify [email protected] or 518-###-####.NOTE ON TELECOMMUTING: The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources

Telephone

Fax

Email Address [email protected]

Address

Street 2 Empire State Plaza

8th floor

City Albany

State NY

Zip Code 12223

Notes on Applying Please reference Vacancy No. 180219 when applying.To apply, please send cover letter and resume to [email protected] (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.