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Administrative Assistant - VID 196372

New York State Civil Service • New York, NY • 5h ago

NY HELP No

Agency General Services, Office of

Title Administrative Assistant - VID 196372

Occupational Category Administrative or General Management

Salary Grade NS

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

Salary Range From $67119 to $83286 Annually

Employment Type Full-Time

Appointment Type Temporary

Jurisdictional Class Exempt Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County New York

Street Address 240 W 40th Street, 7th Floor

City New York

State NY

Zip Code 10018

Duties Description Within the New York State Office of General Services (OGS), the incumbent will coordinate all administrative activities, in collaboration with the existing Executive Assistant, for the OGS downstate office in New York City and provide administrative support to multiple executives. This will include general administrative duties, coordination of office functions and logistics. It will also involve frequent contact with state agency representatives at all levels, clients and external stakeholders, and vendors as needed.Duties include, but are not limited to:General Administrative Duties- Manage general administrative activities and provide support to the OGS New York City office.- Serve as liaison for administrative matters between OGS executives and other State agency staff at the executive, managerial, and administrative levels.- Receive and screen telephone inquiries from OGS staff, other State government officials and the public, responding directly to inquiries or referring them to appropriate staff as necessary.- Maintain the calendar for multiple OGS executives and coordinate with administrative assistants from other agencies and organizations to schedule meetings, interviews, and events.- Coordinate with other Executive Assistants and provide additional support to other executives when coverage is needed.- Process invoices, reconciles expenses, and manage travel reimbursements as needed using the Statewide Financial System (SFS).- Manage and coordinate logistics for meetings, travel, conferences, and organization-wide activities, including arranging for videoconferencing and procuring event materials.- Support set up of meetings, such as organizing registration table, distribution of name tags, distribution of additional materials, time keeping and travel to attend meetings when needed (e.g. quarterly meetings in Albany).- Schedule the use of meeting rooms, pool vehicles, and other shared office resources as needed.- Assist with onboarding and offboarding OGS employees; collaborate with personnel coordinators to ensure an efficient transition.- Welcome and greet office guests.- Build and maintain external and internal working relationships with administrative and executive staff.- Perform other administrative support activities (e.g., scanning, photocopying) and related tasks as assigned.Office Administration and Logistics- Order, maintain, and distribute appropriate office supplies and equipment.- Liaise with Information Technology Services (ITS) on matters related to setting up, maintaining, and resolving issues related to technology equipment and services for the NYC office.- Coordinate with building management and other relevant parties on issues related to the physical office environment (e.g., equipment installation, building maintenance) as needed.- Manage office finances including small purchases and subscriptions and liaise with the OGS Finance Office on related inquiries and documentation.Operational Needs:- Travel is required (approximately 5-10%) - Possession and maintenance of a valid Driver's License issued by the NYS Department of Motor Vehicle is preferred, or otherwise demonstrate the capacity to meet the transportation needs of the job.

Minimum Qualifications Six years of relevant experience OR associate degree and four years of relevant experience OR bachelor's degree and two years of relevant experience.Preferred QualificationsHighly organized and detail oriented.Excellent verbal and written skills.Highly professional in demeanor.Positive attitude and willingness to contribute to a team environment.Ability to multi-task and efficiently manage multiple competing priorities.Ability to communicate clearly and effectively with individuals at all levels, including OGS executives and executives at of other agencies and authorities.Ability to manage sensitive, confidential information in an appropriate and professional manner.High level of proficiency in Microsoft Word and Outlook.Proficiency in Excel and PowerPoint, and knowledge of Office 365 and SharePoint a plus.Willingness to learn new internal OGS systems to complete duties as assigned.NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply. For a full version of OGS's EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines.Downstate: Location Pay of $4,000

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

Name Human Resources/JM

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on Applying Please submit a resume and cover letter detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.

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