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Review Vacancy

Date Posted 07/14/22

Applications Due09/14/22

Vacancy ID108472

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%

Workweek Mon-Fri

Hours Per Week 37.5


From 9 AM

To 5:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Erie

Street Address 95 Perry Street

City Buffalo


Zip Code14203

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.

• 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.

Name Jane Martinez

Telephone N/A

Fax N/A

Email 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:

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


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