Review Vacancy
AgencyLabor Management Committees, Joint
TitleAdministrative Assistant (Office Manager)
Occupational CategoryNo Preference
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $52608 to $65702 Annually
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.
• Supervisory experience preferred.
• Highly proficient in the use of Microsoft Office including Excel and Power Point.
• Excellent organizational, interpersonal, customer service and written communication skills. Strong attention to detail a must.
• Ability to work as part of a team and independently.
• Ability to work well under pressure and to manage multiple priorities and competing deadlines.
• A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations.
Duties Description Under the general direction of the Unit Director, the Administrative Assistant serves as the Office Manager for the Workforce and Organization Development Unit (WODU) in the New York State (NYS) Labor-Management Committees (LMCs). The incumbent will work independently to coordinate support activities for the unit, supervise support staff, and provide administrative support for the Unit Director and Assistant Director as needed. The incumbent will also organize and manage the office workflow and will be responsible for day-to-day office operations.
Duties include but are not limited to:
• Coordinate, review and manage the Review & Editing of Documents (RED) Procedure for WODU with the Communications Director, the Director of the Office of Employee Relations (OER) and the Executive Chamber.
• Assist in the preparation and review of communications to agency Training Directors and other stakeholders.
• Administratively support Program Managers by scheduling meetings as needed.
• Oversee the formatting of curricula, including creation of fillable pdf forms, surveys, and other correspondence to ensure consistency across all WODU programs.
• Maintain Copyright log and requests.
• Serve as a Primary Administrator for the Statewide Learning Management System (SLMS), and WODU mailbox.
• Review WODU web content, monitoring and updating WODU web pages to ensure content is current and links are working properly.
• Attend meetings with the WODU Director and/or Assistant Director as needed.
• Submit ITS work orders and help desk tickets on behalf of WODU staff members.
• Serve as the purchasing agent, procure services and supplies following NYS Procurement Guidelines.
• Reconcile procurement card transactions in SFS; work collaboratively with Fiscal Officer and Administration Division.
• Set up and maintain central files for WODU staff and keep shared computer files up-to-date and organized. Manage the shared and general files on WODU’s shared drives.
• Serve as a liaison to temporary service contractors, including hiring and participating in the interview process for temporary staff.
• Serve as a liaison and relay policy to WODU staff and Training Directors through email correspondence.
• Serve as liaison between senior and support staff to ensure accurate and efficient communication and coordination between program areas.
• Review and monitor lists of agency Training Directors and training contacts for mandated courses and other communications and coordinate with OER on lists of Directors of Human Resources Management for training purposes.
• Maintain lists of agency trainers certified to train OER courses.
• Organize, print, and disperse materials for training programs.
• Prepare charts, spreadsheets, and surveys, using survey authoring tools, to keep staff informed of trends and issues.
• Ensure coordination of special mail pick-up and deliveries with the Mail and Supply staff and with the Office of General Services (OGS) mail services.
• Maintain telephone main line script and branching and arrange for telephone coverage in WODU by support staff as needed, ensuring that adequate coverage is maintained during lunch periods, breaks and absences.
• Maintain a forms control system to register all WODU forms; review drafts and propose changes and updates.
• Maintain the scheduling roster for WODU and produce seasonal reports of employee vacation and leave schedules for use by WODU supervisors.
• Oversee the scheduling of meetings in agency conference rooms for WODU staff and function as primary contact for meeting arrangements (furniture, equipment) for WODU conference room.
• Monitor physical condition of offices and contact OER liaison to the janitorial services and building maintenance staff to arrange for cleaning and repairs.
Additional Comments The 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.