Position Information

NY HELPNo

AgencyEmpire State Development, NYS

TitleAdministrative Assistant/Regional Office – Western NY_Buffalo

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $49000 to $49000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

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? Yes

Location

County Erie

Street Address 95 Perry Street

City Buffalo

StateNY

Zip Code14203

Job Specifics

Minimum Qualifications Education Level Required: Must have high school diploma or equivalent. Associates degree preferred.

Relevant Experience Required: 1 to 3 years of office experience preferred. Associates degree may substitute for required experience.

Knowledge Required: Basic knowledge of MS Office, Excel plus Power Point preferred but will train the right candidate. Excellent communication skills – both written and verbal; Excellent follow up skills; Excellent organizational skills, Ability to multi-task – Able to handle correspondence, when directed.

Duties Description BASIC FUNCTION:
Provide administrative support for the WNY Project Management staff; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back-up receptionist role, as needed.

WORK PERFORMED:
• 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/schedule meetings and travel as necessary; organize and submit expense reports.
• 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 the saving of electronic files and emails in appropriate project folders to assist with maintaining organized electronic files.
• Draft basic 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.
• Check invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
• Process incoming fee checks.
• Assist other support staff in the department or elsewhere in the Corporation, as required.
• Draft basic documentation from Corporation templates, use Word mail merge system for Board materials, GDAs and other project related forms; begin initial data entry into merged templates for Project Manager completion.
• Convert email and Word documents into PDF and merge into combined document using Kofax Power PDF.
• Secure Departmental signoffs.
• Check invoices and payment requisitions for accuracy and valid signatures prior to department head and/or Project Manager’s review and approvals, as assigned.
• Process incoming fee checks and vendor proof of payment; update associated trackers.

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

Contact Information

Name Jane Martinez

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 ApplyingExternal Candidates, to apply copy and paste URL in browser: https://bit.ly/3APr8cp

Internal Candidates: Please apply through ADP through the Myself/Talent menu

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY