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.
**Substitution: Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial service, administrative assistance, paralegal, business technology, or office technology may be substituted for two years of required experience.
- Ability to provide information and service to a wide range of internal and external contacts
- Experience working within a small, entrepreneurial environment that is mission and results driven
- Ability to exercise good judgment in a variety of situations
- Strong written and verbal communication skills
- Ability to balance multiple priorities
- Ability to work independently on projects from conception to completion
- Ability to work under pressure, and handle confidential matters with discretion
- Proficiency in Microsoft Office (Outlook, Word, Visio, Excel, Project Office, and PowerPoint), Adobe Acrobat, and Social Media web platforms
- Solid working knowledge of office processes and business policy development
- Knowledge of the New York State administrative and departmental policies and procedures
- Demonstrated proactive approaches to problem-solving and decision-making
Duties DescriptionWithin the Office of Renewable Energy Siting (ORES), the Administrative Assistant duties will include but are not limited to the following:
- Complete a broad variety of administrative tasks for the Executive Director including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Organize and coordinate executive outreach and external relations efforts and oversee special projects.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response.
- Provide a bridge for smooth internal and external communication with the Executive Director and work closely and effectively with the Executive Director to keep well informed of upcoming commitments and responsibilities, following up appropriately.
- Provide leadership to build relationships crucial to the success of the organization and manage a variety of special projects.
- Complete critical aspects of deliverables with a hands-on approach, including drafting letters and correspondence.
- Prioritize conflicting needs.
- Handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
- Distribute incoming mail or other material; answer routine letters; and prepare and mail items.
- Set up and manage paper and electronic filing systems.
- Operate office equipment such as printers, scanners, and copiers; and arrange for equipment repairs.
- Create, maintain, and enter information into databases.
- Manage, coordinate, track, and distribute Freedom of Information Law (FOIL) requests. Assist the Records Access Office, FOIL Council, and other Assistant Records Access Officers by coordinating and maintaining the office’s open FOIL database, ensuring FOIL responses are properly distributed, fully and properly vetted prior to distribution, and FOIL correspondence is timely and appropriate.
- Ensure proper clerical, telephone, and administrative support coverage at all times.
- Respond to questions concerning program, policy, and procedure. Refer more complex technical questions to appropriate staff.
- Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions.
- Design, set up, and maintain files, including electronic files, and periodically purge obsolete material for storage in records center or for disposal.
- Assist with onboarding staff.
- Assist with the management of all office equipment and general reviews of space needs.
Additional CommentsThe 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.
All Department of State employees may be required to be tested weekly for COVID-19 unless they are fully vaccinated. Employees who are vaccinated must provide proof of vaccination status through a secure online portal.
This position may require additional credentials or a background check to verify your identity.
Salary will be commensurate with education and experience.