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Review Vacancy

Date Posted 07/19/22

Applications Due09/19/22

Vacancy ID108933

AgencyEmpire State Development, NYS

TitleExecutive Assistant/Financial Coordinator

Occupational CategoryOther Professional Careers

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $61592 to $64505 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 New York

Street Address 633 Third Avenue

City New York


Zip Code10017

Minimum Qualifications Education Level required: High School or Equivalent diploma; college degree preferred
Relevant experience required: Minimum five (5) years of administrative experience required, with 1-2 years in a financial area with increasing responsibilities.
Knowledge required: Proficiency in MS Office products, including Word, Excel, Access and PowerPoint; PeopleSoft, outstanding administrative skills; ability to exercise good judgment, discretion, confidentiality and work well under pressure; ability to juggle multiple work assignments; exceptional responsiveness and follow-up; excellent written and oral communication skills, including grammar and spelling.

Duties Description BASIC FUNCTION:
Handle financial coordination, including tracking contracts, invoices, and accounts for real estate projects. Provide administrative support to the Executive Vice President for Real Estate Development & Planning (EVP) and Department staff. The position supports the overall operations of the Department as needed.

• Assist EVP in arranging travel and travel reimbursement; maintaining and coordinating calendars; ensuring timely sign-off for all internal approvals and external documents; providing technical support as needed
• Handle all departmental scheduling matters, including setting up meetings and conference calls; reserving meeting rooms; entering visitors into the building security clearance system; resolving conflicts and monitoring schedule changes; providing meeting reminders and updates; and ensuring all necessary technological equipment and materials are arranged prior to meetings
• Support all Department staff by answering telephones as needed and communicating messages accurately and consistently; overseeing correspondence and maintaining accurate and organized files; reviewing daily mail for distribution to the appropriate staff and/or action; copying and scanning documents as needed
• Prepare contract/amendment packages for procurement of various consultants such as appraisers, engineers, and surveyors
• Assist in invoice review and payment, including managing and tracking change orders
• Oversee the Department’s imprest accounts and keep project managers and developers apprised of account status
• Prepare and update project budgets, timelines, organization charts, and other project management documents
• Assist in drafting Requests for Proposals (RFPs)/Qualifications, presentations, procurement documents and other briefings and communications
• Oversee RFP process for renewal of departmental prequalified lists
• Other tasks and projects as requested

Additional Comments Position expected to work onsite and/or remote consistent with NYS and ESD guidelines and needs.

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

Name Maria Gately - Senior Human Resources Manager

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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