Position Information

NY HELPNo

AgencyGeneral Services, Office of

TitleExecutive Assistant - VID 130947

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $61423 to $76218 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County New York

Street Address 450 7th Ave

City New York

StateNY

Zip Code10123

Job Specifics

Minimum Qualifications At least six years of progressively responsible experience in an administrative setting. College study may substitute on a year for year basis for up to four years of required the experience. Public sector experience and executive office experience is preferred.

Preferred qualifications:
• Highly organized and detail oriented.
• Excellent verbal and written skills.
• Highly professional in demeanor.
• Positive attitude and willingness to contribute to a team environment
• Ability to multi-task and efficiently manage multiple competing priorities.
• Ability to communicate clearly and effectively with individuals at all levels including OGS executives and other agency and authority executives.
• Ability to manage sensitive, confidential information in an appropriate and professional manner.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.
• Knowledge of Microsoft Office 365 and SharePoint.
• Willingness to learn new internal OGS systems to complete duties as assigned.

Duties Description Duties include but are not limited to:
• Manage general administrative activities and provide overall support to the OGS NYC office.
• Liaison administrative matters between Executives and other State agency Executives and managerial staff.
• Receive and screen telephone inquiries from internal OGS staff, other State government officials, and the general public. Respond directly to inquiries or refer to appropriate staff as necessary.
• Maintain the calendar for multiple OGS executives and coordinate with administrative assistants from other agencies and organizations to schedule meetings, interviews, and events.
• Manage travel reimbursements for executives as needed using the Statewide Financial System (SFS).
• Manage and coordinate logistics for meetings, travel, conferences, and organization-wide activities including arranging for videoconferencing and procuring event materials.
• Schedule the use of meeting rooms, pool vehicles, and other shared office resources as needed.
• Assist with onboarding and offboarding OGS employees. Collaborate with personnel coordinators to ensure an efficient transition.
• Liaise with Information Technology Services (ITS) on matters related to setting up, maintaining, and resolving issues related to technology equipment and services for the NYC office.
• Coordinate with building management and other relevant parties on issues related to the physical office environment (e.g., equipment installation, building maintenance) as needed
• Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Executives.
• Order, maintain, and distribute appropriate office supplies and equipment.
• Manage office finances including small purchases and subscriptions. Liaise with the OGS Finance Office on related inquiries and documentation.
• Build and maintain external and internal working relationships with administrative and executive staff.
• Welcome and greet office guests.
• Perform other duties and special projects as required.

Additional Comments NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency’s Telecommuting Program Guidelines.

Downstate: Location Pay of $3,026

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

Contact Information

Name Human Resources/JHG

Telephone 5184735282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit a cover letter and/or resume detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.