Position Information

NY HELPNo

AgencyGeneral Services, Office of

TitleAdministrative Assistant (Executive Assistant to Executive Division) - VID 215674

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $67119 to $83286 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 10%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address Corning Tower, 36th floor

City Albany

StateNY

Zip Code12242

Job Specifics

Duties Description About the Role
The Executive Assistant will support the activities of the Executive Division, primarily focusing on the Division of Administration and Division of Shared Services. Candidate must possess excellent organization, communication, problem solving, attention to detail, and computer skills; demonstrate exemplary customer service, take initiative and work independently. The candidate must be able to work well with others in a fast-paced environment with constantly changing priorities. This will include frequent contact with representatives at all levels.

The Division of Administration provides essential strategic human resources, financial administration, and diversity, equity, inclusion, and accessibility (DEIA) functions for OGS and its hosted agencies. The Division of Shared Services oversees centralized services, such as the Business Services Center which processes transactions for state agencies, the Procurement Services Group which administers over 1,500 centralized contracts for New York State, and the Media Services Cener which is a full-service communications and digital solutions provider for agency clients.

Specific duties of this role will include, but not be limited to, the following:
• Responsible for Executive phone lines, and webmaster inquiries when assigned.
• Receive and screen telephone inquiries from internal OGS staff, state government officials, the media, and the public; Respond directly to inquiries or refer to appropriate staff as necessary.
• Serve as primary ITS and HR liaison for the Executive Division.
• Perform screenings for Executive Division hiring.
• Monitor legislative activity relevant to the agency’s priorities (i.e. public hearings and committee rosters/meetings/agendas).
• Manage news outlets subscriptions.
• Maintain statewide media contact lists and provide initial responses to media inquiries.
• Organize and assist with press conferences and special events (may require travel).
• Coordinate meetings, travel, conferences and organization-wide activities.
• Prepare correspondence for the signature of Executive staff, including formatting and writing correspondence and coordinating information with other OGS staff.
• Perform office support activities (e.g. scanning, photocopying, and other related tasks).
• Coordinate the process for reviewing and approving documents, ensuring timely signoffs and materials travel through appropriate approval chains.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Draft briefing documents for Executives for public facing events.
• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Monitor ongoing projects, programs, activities of interest and concern.
• Liaison administrative matters between Executives and other Executives and managerial staff.
• Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff.
• Greet visitors to the Executive Office.
• Organize and set the priorities of work to be accomplished on a daily or weekly basis.
• Work with and provide back-up to other Executive Assistants when needed/requested.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Perform other duties and special projects as required.

Minimum Qualifications At least 6 years of progressively responsible experience in an administrative setting. Public sector experience and experience in an executive office is preferred. College study may substitute on a year-for-year basis for up to four years of experience.

Preferred Qualifications:
• Ability to work well in a team environment and manage multiple projects.
• Excellent written and verbal communication skills, ability to distill complex concepts quickly, clearly, and concisely for a variety of audiences.
• Ability to work under tight deadlines.
• Excellent research, analysis, information organization, and record-keeping skills.
• Thorough attention to detail and accuracy.
• Knowledge and experience working in government or administrative fields.
• Proficiency in major Microsoft Office applications (Outlook, Word, Excel, PowerPoint, SharePoint).
• Familiarity with New York State and the agency's portfolio.

NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional Comments The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

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

How to Apply

Name Human Resources/ZP

Telephone 518-473-5282

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 resume and cover letter to HRresumes@ogs.ny.gov detailing how you meet the minimum qualifications along with the month/year and, if less than full time, the average hours worked per week for each position listed. Indicate the Position Title & Vacancy ID number of each position you are applying to.