Confidential Administrative Assistant

DASNY•New York, NY

About The Position

Under general supervision, the Confidential Administrative Assistant provides high-level administrative support and acts in a confidential capacity to management, assisting the unit director/manager in coordinating the activities of the unit. The incumbent exercises independent judgement and discretion with regard to confidential matters.

Requirements

Bachelor’s degree; or Associated degree plus three years of relevant experience; or a High School diploma or equivalent plus five years relevant experience.
Excellent oral and written communications skills.
Demonstrated organizational skills and ability to prioritize.
Strong interpersonal skills.
Demonstrated ability to work independently.
Proficiency in PC applications such as Outlook, Excel, Access, Word and PowerPoint.
Demonstrated judgment and discretion in matters of confidentiality.

Nice To Haves

Master's degree with no relevant experience or Bachelor’s degree plus one-year relevant experience.

Responsibilities

Work in a confidential manner supporting management with regard to collective bargaining, contract administration, and other aspects of labor relations, including but not limited to developing and/or maintaining records related to: position justifications, recruitment and hiring, performance reviews, employee discipline, and contract grievances.
Provide confidential administrative support services to management staff regarding policy and program administration matters relating to the division/department/unit.
Prepare executive reports, Board mailings and other special high-level confidential reports including drafting correspondence, compiling documentation, and maintaining confidential files.
Monitor management and unit staff’s projects and workload, providing support to prioritize tasks and ensure timely completion of confidential initiatives and management directives. Research information, prepare moderately complex analysis and present findings.
Perform and/or oversee the recording and reconciliation of data from various sources to various internal and external systems/applications, including data transfer between systems.
Compile and coordinate the submission of data for reports.
Perform moderately difficult calculations.
Develop, prepare, review, process and analyze documentation, forms, data and other records; ensuring confidentiality, consistency and accuracy.
Develop, prepare and maintain reports, spreadsheets, databases, logs and charts of moderate complexity requiring use of intermediate and advanced computer application skills.
Coordinate meetings, site tours, schedules and travel arrangements. Assist in the coordination of seminars and conferences.
Prepare and/or review correspondence in accordance with established procedures.
Research and prepare responses to internal and external inquiries and/or requests for information, prepare correspondence and respond directly to inquiries.
Interact and/or correspond directly with DASNY staff, clients, contractors, and other external entities.
Manage and prioritize clerical workload, including work involving confidential materials, and monitory completion to ensure accuracy and compliance.
Review and/or approve documents, reports and other assignments performed by clerical staff.
Attend meetings and prepare minutes.
Coordinate follow-up on issues identified in meetings.
Coordinate communication within the unit, with other departments and with outside organizations.
Confer and/or correspond with internal and external parties to assure proper completion of forms, documents and other materials in accordance with applicable requirements; identify and describe potential problems or delays encountered and relay relevant information to unit manager/supervisor.
Conducts bid openings and/or maintain related files and information.
Collect, sort, screen and distribute mail, cash receipts, and other documents.
Maintain and organize libraries, hard copy and/or system storage files.
Recommend and develop improvements to unit processes, documents and forms.
Assist in monitoring the unit budget, prepare payment documentation and purchase order requisitions.
Assist in the development, testing and implementation of computerized systems applications.
Prepare presentations using PowerPoint or other desktop presentation software.
Utilize graphic editing, publishing, and other types of software as necessary.

Benefits

Choice of several health insurance plans
Dental & vision insurance
Membership in the NYS Retirement System
Deferred Compensation Investment Plan
13 vacation days per year
13 sick days per year
5 days of personal leave per year
12 paid holidays per year (plus one float day)
Tuition reimbursement
Training & development opportunities
Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines. Eligibility applies after 6 months of employment.
DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program). The PSLF Program forgives the remaining balance of certain student loans after making 120 qualifying monthly payments. For more information regarding PSLF Program and whether you qualify please visit the Studentaid.gov website.