Review Vacancy
AgencyEmpire State Development, NYS
TitleDepartmental Coordinator, WNY Regional Office
Occupational CategoryClerical, Secretarial, Office Aide
Salary RangeFrom $44700 to $44700 Annually
Minimum Qualifications Equivalent Education Level required:
Must have high school diploma or equivalent.
Experience required (include number of years required)
5+ years of administrative/secretarial experience within a corporate office environment
Knowledge Required:
- Excellent communication skills - both written and verbal; Excellent typing skills (60+ wpm)
- Knowledge of MS Office: with excellent Microsoft Word skills required, plus Excel and PowerPoint
- Excellent follow-up skills
- Excellent organizational skills
- Ability to multi-task - Able to handle own correspondence, when directed.
Duties Description Basic Function:
Provide secretarial administrative support for WNY Regional Director; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back-up receptionist role, as needed.
Work Performed: (List the duties of this position)
?General secretarial duties: Maintaining filing system; set up meetings and make appointments; answer telephones; copying/scanning/printing; open mail and respond to general needs of the Corporation as requested.
?Arrange and schedule meetings, travel as necessary; organize and submit expense reports for VP of Policy & Capital Projects & Sr. Counsel, Strategic Initiatives, VP of Policy & Planning, and other regional office staff, as needed.
- Provide backup assistance to Executive Assistant for Regional Director and Deputy Director, as needed.
- Assist with planning and executing of Regional Economic Development Council meetings and other Regional Office events, as needed.
- Answer telephones in a professional and courteous manner, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
- Conduct scanning of documentation/saving electronic files in respective project folders to assist with maintaining organized electronic files.
- Draft documentation from Corporation templates, use mail merge system for disbursement of information.
- Create and maintain multiple project tracking Excel spreadsheets.
- Conduct scanning including disassembling documentation, copying/scanning all materials, and reassemble back to original format for filing of original materials.
- Coordinate vacation schedules with the department support staff and ensures adequate coverage at all time.
- Coordinate and schedule department staff meetings to ensure that departments meet on a monthly basis, as requested by management.
- Check all invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
- Maintain department supplies as necessary.
- Assist other support staff in the department or elsewhere in the Corporation, as required.
Additional Comments Comprehensive Benefit Package.
Some positions may require additional credentials or a background check to verify your identity.