Position Information

NY HELPNo

AgencyDASNY - Dormitory Authority of the State of New York

TitleOffice Assistant

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $31734 to $31734 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 15%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Monroe

Street Address 620 Westfall Rd

City Rochester

StateNY

Zip Code14620

Job Specifics

Minimum Qualifications Minimum Qualifications
High school diploma or equivalent plus three years relevant experience.

Preferred Qualifications
To be determined depending on the location of the position.

Essential Skills
• Good oral and written communications skills.
• Demonstrated accuracy and attention to detail.
• Proficiency in PC applications such as Microsoft Outlook, Excel, Word, Access and PowerPoint.
• Good interpersonal skills.
• Good organizational skills.

Duties Description Primary Purpose
The Office Assistant provides a wide variety of clerical, administrative and general office support to the unit.

Essential Functions
• Review, verify, record, process and/or reconcile data in accordance with established procedures.
• Develop, prepare, and/or maintain various spreadsheets, databases, charts, logs, reports etc.
• Prepare and assemble reports, summarizing information as needed.
• Prepare correspondence, form letters, forms and other documents as necessary.
• Research information, compile data and prepare findings as requested.
• Audit and review payments and/or other documentation to ensure compliance with the terms of a contract, purchase order, personnel transaction and/or DASNY policies and procedures.
• Research and prepare responses to routine internal and external inquiries and/or requests for information, prepare draft correspondence, and respond directly to routine inquiries.
• Interact and/or correspond directly with DASNY staff, clients, contractors, and other external entities with respect to routine matters.
• Confer and/or correspond with internal and external parties to assure proper completion of forms, documents and other materials in accordance with applicable requirements
• Answer phones, provide routine factual information to callers, route calls or take messages.
• Greet, announce and/or escort visitors as required.
• Open and distribute mail.
• Copy, scan and/or fax information, reports, and documents.
• Maintain hard copy and computer files, including organizing, filing, and retrieving, purging and archiving files as directed.
• Coordinate meetings, site tours, schedules and travel arrangements. Assist in the coordination of seminars and conferences.
• Arrange meetings, using Microsoft Office to invite attendees and schedule the meeting location and necessary equipment.
• Attend meetings and prepare minutes.
• Attend bid openings and record submissions and results.
• Make travel arrangements for unit staff and assist with the completion of travel vouchers.
• Run, print, collate, assemble and distribute reports/documents as directed.
• Maintain supervisor's and/or unit's calendars and remind staff of appointments.
• Maintain and organize libraries, hard copy and/or system storage files.
• Prepare purchase orders, request vendor set-up, receive purchased items and/or process bills for payment as directed, submitting for approvals as required.
• Monitor document flow to ensure timely review and processing.
• Enter data in various system applications.
• Review forms for accuracy, completeness and uniformity, make changes as needed.
• Assist in software and application testing.
• Assist in the maintenance of departmental operating budgets.
• Perform basic calculations.
• Assist in the preparation of presentation documents.
• Research, gather and/or track information as directed.
• Maintain paper supply for printers, copiers and facsimile machines and order supplies for the unit as needed.

Other Duties and Responsibilities
• Prepare presentations using PowerPoint or other desktop publishing software
• Identify and apprise management of improvement opportunities in unit processes.
• Backup DASNY receptionist as needed.
• Assist other units during peak workload periods or for long-term assignments as needed.
• Undertake special assignments as directed.
• Must maintain regular attendance in accordance with DASNY attendance and leave policies.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination. (Standards can be found on the Intranet).

Additional Comments Supervision
N/A

Physical/Mental/Visual Demands
Occasional travel may be required using public transportation, DASNY vehicle, rental vehicle or personal vehicle. This travel may include overnight stays at public accommodations and related establishments. If position is located at a field site, may require exposure to the work-safety hazards of a construction site. Overtime or extended work hours may be required.

Work Environment
Varies depending on location of assignment. Standard office environment or construction site, including the use of one or more of the following: PC, telephone, fax machine, printer, copier, electronic stapler/hole punch/date stamp, shredder.

DASNY is an Equal Employment Opportunity employer committed to excellence and diversity.

All qualified candidates are encouraged to apply.

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

Contact Information

Name Nicholas Ouellette

Telephone

Fax (518)257-3550

Email Address JobOpps3@dasny.org

Address

Street 515 Broadway

City Albany

State NY

Zip Code 12207

 

Notes on ApplyingTo apply, please copy and paste the following in your browser:
https://dasny.clearcompany.com/careers/jobs/f5a6abed-9376-fe83-ac15-d61fd409550c/apply?source=630314-CS-20928