Administrative Assistant

Job Opening

APPLICATION DEADLINE DATE:  April 6, 2024

JOB TITLE:                    Administrative Assistant, NS, M/C                                    LOCATION:   Albany                                    

APPOINTMENT TYPE:  Permanent                                                   JURISDICTION CLASS:  Exempt

DEPARTMENT:              Strategic Business Development

                                        625 Broadway, Albany, NY  12245

BASIC FUNCTION:

Under the general direction of the Senior Vice President of Strategic Business Development, the incumbent will be responsible for providing a full range of administrative services for the Strategic Business Development Division. Proper use of office equipment and software packages will be required to perform these tasks.

 WORK PERFORMED:

• Functions independently to provide administrative support within the Division including, but not limited to: scheduling meetings, organizing conference calls, managing Outlook calendars and program files, data collection, preparing written correspondence, ordering office supplies, and monitoring incoming inquiries
• Coordinates travel arrangements for staff and prepares travel authorizations and reconciliations. via the Statewide Financial System (SFS)
• Manages various tasks and contributes to committees and teams.
• Coordinates conferences, meeting or special events.
• Composes, types and distributes meeting notes, correspondence and reports. 
• Uses various information technology applications. such as email, database, spreadsheets and word processing applications.
• Organizes workflow within the unit.
• Assists the Division in routing incoming calls and correspondence to the appropriate staff.
• Provides backup support to the COO when required. 
• Establishes and maintains effective working relationships with staff at all levels within the organization.
• Other administrative duties as assigned.

EDUCATION & REQUIREMENTS:   

Three years of relevant professional experience*.

*Substitutions: Certification (such as the International Associations of Administrative Professionals’ Certified Administrative Professional), diploma, or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience. 

PREFERRED EXPERIENCE & KNOWLEDGE:

• Possess a strong background in executive-level support and maintains exemplary organizational skills and attention to detail.
• Comfortable in a fast-paced office environment
• Ability to prioritize tasks without guidance
• Proficient in Microsoft Office Suite.
• Familiar with New York State’s Statewide Financial System (SFS) or PeopleSoft, Adobe Pro/Kofax, SharePoint, Zoom and WebEx platforms.

SALARY RANGE:  $58,066 - $72,519

ADDITIONAL:   

If interested in this position, please forward a cover letter and resume to the e-mail address below by April 6, 2024. Be sure to indicate the position title and location you are applying for and specify how you meet the minimum qualifications in your cover letter.

INQUIRE

NYS Department of Economic Development

Human Resources Office

625 Broadway

Albany, NY   12245

Fax: (518) 292-5852

E-Mail: DED-HR@esd.ny.gov

New York State is an Equal Opportunity/Affirmative Action employer

3/27/2024                                     

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a condit