StateJobsNY

NY HELPNo

AgencyEmpire State Development, NYS

TitleDepartmental Coordinator (Ref# SJ041)

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $46750 to $46750 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt 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? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address 633 Third Avenue

City New York

StateNY

Zip Code10017

Minimum Qualifications EDUCATION & REQUIREMENTS:
Equivalent Education Level required: Must have High School diploma or equivalent.
Experience required: 5+ years of administrative experience within a corporate office environment.
Knowledge Required: Excellent communication skills - both written and verbal. Knowledge of MS Office: with excellent Microsoft Word skills required, plus Excel and PowerPoint. Excellent follow-up skills. Ability to multi-task. Able to handle own correspondence, when directed.

Duties Description BASIC FUNCTION: Provide administrative support to Contract Administration Department. Act as liaison between administrative/official, professional and support staff, ensuring that information is adequately communicated in order to assist staff with the daily operational function of the office.

WORK PERFORMED:
• Maintain a filing system; set up meetings and make appointments; answer telephones; copying/scanning/printing; open mail and respond to general needs of the Corporation.
• Arrange and schedule meetings, travel as necessary; organize and submit expense reports for Department.
• Answer telephones in a professional and courteous manner, take accurate phone messages, respond to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
• Scan documentation/save electronic files in respective project folders. This includes disassembling documents, copying/scanning all materials, and reassembling documents back to original format for filing of original materials.
• Coordinate vacation schedule for the department support staff and always ensure adequate coverage.
• Coordinate and schedule monthly department staff meetings, as requested by management.
• Manage PeopleSoft contract workflow and assign contract tasks to department staff.
• Check all invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
• Auditing and coding non-contractual invoices up to $5,000 for contract compliance, and other administrative items.
• Assist with the filing of Contracts, Loans & Grants contracts to OSC.
• Assist with posting award notifications in the NYS Contract Reporter.
• Distribute insurance certificates to appropriate parties.
• Assist other support staff in the department/division in the Corporation, as required.
• Maintain department supplies as necessary.
• Complete projects, tasks and other duties as assigned by the Vice President or Assistant Vice President of Contract Administration.

Additional Comments -Salary commencing at specified amount

-Comprehensive benefits package

*We are an Equal Opportunity Employer committed to diversity*

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

Name Ruth Parris

Telephone N/A

Fax N/A

Email Address Resumes@esd.ny.gov

Address

Street 633 Third Avenue

City New York

State NY

Zip Code 10017

Notes on ApplyingSend resume to email address provided, indicating job title and reference # in subject line