Empire State Plaza
Minimum Qualifications •High School Diploma; Associates Degree preferred.
•Minimum four years of experience in program support role or Administrative Assistant for multiple staff with varying job responsibilities.
•Highly proficient in the use of Microsoft Office including Excel and Power Point.
•Excellent organizational, interpersonal, customer service and written communication skills.
•Ability to work as part of a team and independently.
•Ability to deal with multiple priorities and competing deadlines.
•Attention to detail a must.
•A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Governor’s Office of Employee Relations.
Duties Description Under the supervision of a professional staff member, the incumbent of this position provides direct administrative support to GOER’s Director and acts as the team leader of the secretarial support staff for the Executive and Contract Negotiation and Administration (CNA) Divisions. Duties include, but are not limited to:
Provide Direct Secretarial and Administrative Support for the GOER Director:
•Using the computer, put drafts into final form. Edit drafts for correct grammar, usage, and style. Collect background materials and attachments and ensure that they are included with correspondence.
•Assist in the preparation of reports by collecting data from contacts both within and outside of GOER.
•Draft routine correspondence.
•Set deadlines for responses to correspondence and for timely production of reports and notices. Follow-up with staff to insure completion.
•Recognizes the importance of specific correspondence, phone callers and other communications as relevant to the Director and advises the Director promptly.
CNA Program Administration and Support:
•Enter Step 3 contract and non-contract grievance appeals into Case Management System (CMS).
•Generate grievance activity reports in CMS.
•Create and manage Step 3 contract and non-contract grievance files.
•Issue Step 3 contract and non-contract grievance decisions authored by CNA contract administration staff.
•Prepare and issue Step 3 and Step 3.5 out-of-title work grievance decisions based on recommendations from the Director of Classification and Compensation.
•Manage correspondence and records related to Union Leave and Employee Organization Leave.
•Open, review and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail.
•Monitor responses due and follow-up with program staff to insure timely replies.
•Arrange for special mail pick-up and deliveries with Mail and Supply staff and with the Office of General Services.
•Arrange for Executive/CNA telephone coverage by support staff, ensuring that adequate coverage is maintained during lunch periods, breaks and absences.
•E-mail all general administrative notices to Executive/CNA staff.
•Maintain a forms control system to register all Executive/CNA forms. Review drafts and propose changes and updates.
•Coordinate the Review and Editing of Documents (RED) procedure for Executive/CNA units.
•Maintain calendars for staff, schedule meetings and appointments and resolve scheduling conflicts.
•Make travel arrangements and prepare travel vouchers and other travel-related forms.
•Arrange for meetings, by hosting WebEx meetings, notify and register participants, prepare handouts and background materials, and arrange for space.
Supervise and Organize the Use of Office Space, Equipment and Resources:
•Schedule meetings in agency conference rooms for Exec/CNA staff. Function as primary contact for meeting arrangements (furniture, equipment) for Executive/CNA conference room.
•Monitor physical condition of offices and contacts janitorial services and building maintenance staff to arrange for cleaning and repairs.
•Maintain the office supply inventory and orders supplies as necessary.
Additional Comments Limited telecommuting may be available.
The Governor’s Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability or other protected class status in the admission to, access to, or employment in their programs or activities.
Reasonable accommodation will be provided upon request.
Some positions may require additional credentials or a background check to verify your identity.
Notes on ApplyingPlease reference the Vacancy No. 90987 when applying.
To apply, please send cover letter and resume to HR@goer.ny.gov (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.