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80 South Swan Street
Minimum Qualifications Candidates must have at least five years of progressively responsible secretarial experience, including well developed secretarial, administrative and computer skills; the ability to determine priorities; and the capacity for independent action, judgement and confidentiality.
Preferred Qualifications: Knowledge of State government, and/or current or previous employment with a NYS State Agency is preferred.
Duties Description Reporting to the Director of the Office of Victim Services, the incumbent will serve as the Executive Assistant to the Director. Responsibilities of this office are diverse, extensive, and demanding and require the secretarial and administrative assistance of an extremely organized, competent and efficient staff. The incumbent of this position must be comfortable with the demands of working in an office that is at the center of activities concerning the daily operations of the Agency and be flexible to accommodate constantly changing priorities and workload. The Secretary will coordinate executive office operations and discreetly, tactfully and confidentially address sensitive issues. The Secretary will work independently and in a confidential manner to perform the following duties, including but not limited to:
•Serve as Executive Assistant to Director of the Office of Victim Services. Assist in the daily functions and duties of the Office;
•Manage and coordinate schedules and organize meetings and conference calls for executive staff, send email notifications, prepare meeting materials, and prepare minutes and reports;
•Represent the Director in interactions between her office and other governmental offices and the public;
•Organize the work flow of the Office of the Director and serve as the primary communications liaison between the Director and executive staff;
•Schedule and organize the quarterly OVS Advisory Council Meetings, prepare all necessary materials and organize teleconference and video conference;
•Provide support to the Deputy Director of Claims and the General Counsel;
•Provide backup support to the Deputy Director of Administration in the absence of support staff;
•Arrange travel for Director, General Counsel, and Deputy Directors; and prepare and submit expense reports for reimbursement through the Statewide Financial System (SFS) for executive staff;
•Assist in the hiring of new employees including scheduling interviews, setting up computer access and maintaining contact with the Human Resources Management and OGS;
•Provide training on SFS to other Agency staff;
•Manage the onboarding and offboarding requests for new and departing Agency employees, including equipment requests and tracking of incidents;
•Act as eJusticeNY contact for new employee fingerprints –check of eJusticeNY daily for receipt of fingerprint results for potential new employees, provide the results to HRM and/or General Counsel for suitability determination;
•Work closely with Deputy Director, Counsel and supervisors on improving skills and work flow, and assist with development plans for support staff;
•Provide assistance to support staff in the preparation of documents, reports and correspondence;
•Provide assistance to OVS staff with IT issues when needed and liaise with Information Technology Services (ITS) staff to ensure new user setups are completed;
•Coordinate OVS sponsored functions (i.e. CDPHP Workforce Team Challenge; Agency wide meetings and trainings; OVS’ participation at the NYS Fair)
•Serve as a member of the National Crime Victims’ Rights Week (NCVRW) Planning Committee. Coordinator of Annual Blood Drive with American Red Cross for NCVRW;
•Serve on the Mass Casualty Committee. Responsible for the preparation of To Go Kits ensuring they are always kept up to date for both the Albany and Brooklyn offices;
•Assist with equipment inventory and liaise with ITS for the Brooklyn Office; and when needed, travel to Brooklyn to provide support for the Director and Deputy Director of Claims;
•Assist with the organization of the bi-annual OVS Conference including attending meetings, handling logistics for outside vendors, attendee registration, and all other related duties;
•Serve as the main point of contact with the Office of General Services for personnel changes regarding State office access; and
•Special projects as needed.
Additional Comments The Office of Victim Services provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify Sandra van Kampen, Director of Diversity and Equity Programs at (518) 485-7962.The Equal Employment Opportunity Utilization Report is also available for review by contacting Sandra van Kampen.
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80 South Swan St.