Review Vacancy
AgencyJustice Center For The Protection Of People With Special Needs
TitleClient Advocate (Administrative Assistant)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $54733 to $68356 Annually
Minimum Qualifications The Administrative Assistant position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Preferred candidates should have 5+ years related experience with proven office administration and customer service skills, solid working knowledge of office processes, and experience with related computer software and electronic communications tools. Candidates should have proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy, ability to work across teams and with a variety of projects and constituencies, strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, and demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office (Outlook, Word, Excel, Visio, and PowerPoint), Adobe Acrobat, and Social Media web platforms is also preferred.
Salary will be commensurate with experience.
Duties Description Administrative Assistant to the Assistant Chief of Investigations and general administrative support for the White Plains Regional (Region 5) Office - Duties will include, but are not limited to, the following:
- Complete a broad variety of administrative tasks for the Regional Office such as: managing an active calendar of appointments; completing expense reports (SFS); composing and preparing correspondence regarding sensitive and often confidential matters; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
-Compose, type, and distribute meeting notes, correspondences, and reports.
-Manage office telephone line;
-Open, read, route, and distribute incoming mail or other materials; answer routine letters; and prepare and mail items;
-Set up and manage paper and electronic filing systems; and use various information technology applications such as email, databases, and word processing applications.
-Schedule and set up meeting spaces as needed.
-Coordinate technology needs for Regional Office, as needed.
-Create, maintain, and enter information into databases
-Scanning and photocopying of case files and uploading to VPCR as well as duplication of CDs, videos, files from/to discs or flash drives to be sent to outside sources
-Preparation of suspect letters and effecting SCR checks
-Maintenance of Xerox machines
-Setting up of interviews for prospective Region 5 candidates, and serving as liaison between assistant chief and such candidates.
-Weekly preparation of Region 5 Active Case Report and related report to Region 5 supervisory staff
-Cardiac Life (AED) coordinator
-Posting of announcements and Human Resources information on bulletin board in breakroom
-Assisting with new employee onboarding requirements
-Meet/greet visitors to the office
-Maintain inventory and order supplies for office, with attention to any special requests; accept deliveries and restock shelves/distribute supplies; scanning/emailing invoices/packing slips to Delmar staff
-Liaison between our office and building management company for day-to-day needs, for instance: heat/air conditioning, bathroom/plumbing/supply, exterminator, appliance repair, cleaning service, floor stripping/waxing, parking issues, etc.
-Manage all aspects of fleet maintenance such as oil changes, inspections, repair, washer fluid, car washes.
Additional Comments The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction of six state agencies. The following list outlines several of the Justice Center’s key responsibilities:
•Advocate on behalf of individuals with disabilities and provide oversight of quality of care.
•Operate a centralized, statewide 24-hour hotline and incident reporting system staffed by trained personnel.
•Operate a statewide register that contains the names of individuals found responsible for egregious or repeated acts of abuse or neglect.
•Centralize and perform functions relating to criminal history background checks.
•Investigate serious allegations of abuse and neglect.
•Prosecute criminal acts of abuse and neglect.
•Analyze abuse patterns and trends in order to prevent future occurrences.
NOTE: You are advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.
This position is eligible for downstate location pay of $3,026.
Some positions may require additional credentials or a background check to verify your identity.