Administrative Assistant 2

State of New York•Albany, NY

36d•$59,808 - $74,695•Remote

About The Position

Under the general direction of the Executive Assistant to the Chair, the incumbent will work independently or as part of a team to provide administrative support to the Office of the Chair. The incumbent will perform a full range of advanced administrative duties including, but not limited to: Prepare a variety of reports, documents, spreadsheets, databases and general confidential correspondence in an accurate manner; Draft and proofread correspondence for Executive staff ensuring correct spelling and proper formatting. Review and correct grammatical and typographical errors. Scan and make hard copies of a variety of documents. Properly file and/or distribute to appropriate staff. Learn and understand PERB filing procedures. Set up and manage electronic and paper filing systems. Ensure timely removal of extraneous material from files and prepare for archival. Gain an understanding of NY State records retention guidelines for PERB case files. Maintain retention schedule for closed files and store with specific preservation date or destruction date. Prepare and process files for archival. This will involve lifting boxes weighing up to 30 pounds. Update case information in Access or other database system. Schedule and coordinate meetings for executive staff and maintain calendars. Make travel arrangements, gather appropriate approvals and receipts to prepare for and submit travel expense reports in SFS. Perform general administrative office work daily - answer phones and greet visitors in a polite, professional manner; take accurate messages; operate a variety of basic and technical office equipment; maintain office scheduling; coordinate staff meetings; research information; contribute to committee work; create conference material. Open, read, and distribute incoming mail or other material to staff. Process outgoing mail as needed. Handle time-sensitive tasks in an accurate, efficient and timely manner. Develop the ability to train staff members in the administrative procedures of the office. Establish and maintain effective working relationships with staff at all levels within the organization. Handle confidential and sensitive information with the utmost discretion. Other administrative duties as assigned.

Requirements

high school diploma or high school equivalency diploma
three years of experience in administrative support, which includes use of office software (e.g., email, Microsoft 365), 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 may substitute for two years of experience.

Nice To Haves

Qualified candidates who have experience with MS Word, Outlook, Access, Excel, PowerPoint and Adobe Acrobat are encouraged to apply.
Taylor Law experience is a plus.

Responsibilities

Prepare a variety of reports, documents, spreadsheets, databases and general confidential correspondence in an accurate manner
Draft and proofread correspondence for Executive staff ensuring correct spelling and proper formatting
Review and correct grammatical and typographical errors
Scan and make hard copies of a variety of documents
Properly file and/or distribute to appropriate staff
Learn and understand PERB filing procedures
Set up and manage electronic and paper filing systems
Ensure timely removal of extraneous material from files and prepare for archival
Gain an understanding of NY State records retention guidelines for PERB case files
Maintain retention schedule for closed files and store with specific preservation date or destruction date
Prepare and process files for archival. This will involve lifting boxes weighing up to 30 pounds
Update case information in Access or other database system
Schedule and coordinate meetings for executive staff and maintain calendars
Make travel arrangements, gather appropriate approvals and receipts to prepare for and submit travel expense reports in SFS
Perform general administrative office work daily - answer phones and greet visitors in a polite, professional manner; take accurate messages; operate a variety of basic and technical office equipment; maintain office scheduling; coordinate staff meetings; research information; contribute to committee work; create conference material
Open, read, and distribute incoming mail or other material to staff
Process outgoing mail as needed
Handle time-sensitive tasks in an accurate, efficient and timely manner
Develop the ability to train staff members in the administrative procedures of the office
Establish and maintain effective working relationships with staff at all levels within the organization
Handle confidential and sensitive information with the utmost discretion
Other administrative duties as assigned