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Company Name : State, Department of
Location : Albany, NY 12210
Position : Administrative Assistant
Job Description : Preferred Qualifications: High school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.
** Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Duties DescriptionThe position is a high-level administrative support position in the Department of State, Albany office providing administrative and staff assistance in support of Executive operations.
BASIC DUTIES AND ILLUSTRATIVE TASKS
DOS Albany Executive Office Administrative Support Activities:
DOS Freedom of Information Law (FOIL) request management, coordination, intake, tracking and distribution: Assist the Records Access Office, FOIL Counsel, and other Assistant Records Access Officers by coordinating and maintaining the Department’s Open FOIL database, ensuring FOIL responses are properly distributed among DOS Divisions, fully and properly vetted prior to distribution, and that all FOIL correspondence is appropriate and timely.Governor’s correspondence management, coordination, intake, distribution, issuance, and tracking: Assist with the organization, processing, maintaining, and distributing Governor’s/Executive Correspondence and responses thereto to ensure proper responses are timely drafted, approved, distributed, and tracked in coordination with the DOS Director of Government Relations, Executive Chamber, DOS Executive Office and various DOS divisions.
DOS boards and commissions appointments management, coordination, and tracking: Assist with the organization and coordination of DOS Board and Commission appointments, tracking of vacancies and the process for filling such vacancies as they arise from time to time in coordination with the Executive Office, Appointments Office and the DOS Intergovernmental Office and/ Director of Government Relations.Ensure proper clerical, telephone, and administrative support coverage at all times.
o Maintain general office stock inventory and requisition office supplies.
Assist Bureau of Administrative Support Services (BASS) with the management of all Executive office equipment and general reviews of space needs:
o Assure that all equipment is properly installed and operating and communicate with BASS when maintenance, repair or replacement is required.
o Ensure compliance with REMI (or other applicable agency equipment maintenance agreements); place service calls; open trouble tickets; and troubleshoot on-site as needed.
o Assure that all telecommunication and video equipment and systems are properly operating and communicate with BASS and/or OITS when maintenance, repair or replacement is required, and assist Executive staff in setting up and using such equipment upon request/as needed.
o Assist BASS with completing office inventory if/when necessary.
o Perform monthly AED inspections upon request, and report status to BASS.
Assist in set-up for meetings of the various divisions in the DOS, including assisting BASS and OITS with set-up for video conferencing and teleconferencing equipment.
Serve as a Records Management liaison for the Executive Office and other DOS offices, as needed:
o Oversee completion of transfer lists, packaging and labeling of records containers.
o Coordinate shipping to State’s Records Center.
Assist with management of printing functions and other support operations.
Onboard Executive staff (submit necessary paperwork to BASS and HR).Serve as a Point of Contact to report facility issues to building management and to BASS.
Provide general administrative support:
Open, review, sort and distribute the mail in accordance with staff assignments.
Answer the telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for very technical information.
Respond to questions concerning program, policy and procedure. Refer most complex technical questions to appropriate staff. (i.e., Secretary must have significant knowledge of program area to respond instantly to a variety of procedural and policy questions. In cases where more detailed answers are required or background-information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.)
Monitor and track status of program activities.
Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Ensure that appropriate background material is attached.
Design, set up and maintain files (including electronic) of correspondence/documents, code and file material, search for requested material and periodically purge obsolete material for storage in records center or for disposal.
Schedule meetings and maintain calendar.
Make travel arrangements and prepare travel vouchers for Executive staff, or as otherwise requested/directed by the Secretary of State or Executive Deputy.
Assemble and coordinate background materials for meetings and conferences.Undertake various special projects and assignments as may be required/requested from time to time by the Secretary of State or Executive Deputy Secretary of State.
Additional CommentsSalary will be commensurate with education and experience.
The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
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