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Review Vacancy

Date Posted 02/27/24

Applications Due03/12/24

Vacancy ID152200

NY HELPNo

AgencyBudget, Division of

TitleAdministrative Assistant - Education and Arts Unit EDU- Ref #23-101

Occupational CategoryNo Preference

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $50408 to $63319 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5:30 PM

Flextime allowed? No

Mandatory overtime? Yes

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address NYS Division of the Budget

State Capitol

City Albany

StateNY

Zip Code12224

Minimum Qualifications The successful candidate should have strong positive interpersonal and communication skills and must enjoy working in a fast-paced team environment that is focused on creating positive results and outcomes. The candidates must be able to work proficiently in the Microsoft Office Suite (e.g., Outlook, Excel, and Word) and learn to use of other State financial and personnel management database and software. Administrative support experience in a similar capacity is strongly desired.

Duties Description The successful candidate will serve as the Office Manager for the Education and Arts Unit (EDU) consisting of 27 professional staff responsible for overseeing the budget development and operational processes for the Higher Education and PK-12 Education. In that capacity, the successful candidate will provide overall office management and administrative activities.

Responsibilities of the Education and Arts Administrative Assistant include, but are not limited to:
•Schedule/plan meetings, on behalf of the Unit Head, Assistant Unit Heads, and others in the unit as necessary, with others in DOB, Chamber, the Legislature, agencies, advocacy organizations, and prospective employees, among others.
•Field/answer inquires and route calls, emails, and “snail” mail for the Unit Head, Assistant Unit Heads, and others in the unit as necessary.
•Support onboarding/offboarding of unit employees and ensure that all employees, including current unit staff, have appropriate work stations, computers, phones, and other equipment.
•Ensure that the unit has adequate office supplies, issues with functionality of printers and other shared technology are addressed, and issues with office space (e.g., windows, heat/AC, lights) are promptly resolved.
•Maintain and update electronic files, DOB distribution lists and provide other necessary administrative duties to manage the Unit’s work and processes.
•Inventory/track status of unit briefing memos.
•Inventory/track status of special education tuition rate requests.
•Manage unit-wide alternative work schedule and vacation schedule calendars.
•Distribute Budget Director Approval (BDA) requests for unit review and analysis.
•Utilize DOB/State applications to validate bill memos and approve NYSTEP transactions, SFS journals, and B-1184 requests in coordination with Unit Head or Assistant Heads approval.

Additional Comments To be considered for this or future positions with DOB, please complete the Online Employment Application and select “Budget Administrative Assistant” as the Title Section. Applications are held in DOB’s resume database for three months, after which candidates may reapply to be considered for future opportunities.

If you require assistance in applying for employment with the DOB, or if you have any questions about working for DOB, please contact personnel@budget.ny.gov.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

The Division of the Budget is proud to be an equal opportunity employer. We celebrate diversity and encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We 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 religious accommodations during the hiring process for those in need. If you have a disability or special need that requires a reasonable accommodation, please send a request to personnel@budget.ny.gov.

Executive Order 161:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.


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

Name The DOB Personnel Office

Telephone

Fax 518-486-5617

Email Address personnel@budget.ny.gov

Address

Street NYS Division of the Budget

State Capitol

City Albany

State NY

Zip Code 12224

 

Notes on ApplyingTo be considered for this or future positions with DOB, please complete the Online Employment Application and select “Budget Administrative Assistant” as the Title Section. Applications are held in DOB’s resume database for three months, after which candidates may reapply to be considered for future opportunities.

If you require assistance in applying for employment with the DOB, or if you have any questions about working for DOB, please contact personnel@budget.ny.gov.

AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER

The Division of the Budget is proud to be an equal opportunity employer. We celebrate diversity and encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We 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 religious accommodations during the hiring process for those in need. If you have a disability or special need that requires a reasonable accommodation, please send a request to personnel@budget.ny.gov.

Executive Order 161:

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Office of Employee Relations at (518) 474-6988 or via email at info@oer.ny.gov.

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