Empire State Plaza
Minimum Qualifications • Minimum of two years of experience in program support role or Administrative Assistant for multiple staff with varying job responsibilities.
• Highly proficient in the use of Microsoft Office including Excel, Power Point the Statewide Learning Management System (SLMS), SharePoint and Microsoft Dynamics preferred.
• Excellent organizational and written communication skills; experience in customer service desired.
• Ability to work as part of a team and independently.
• A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations.
*Substitution: Certification (such as the International Association of Administrative Professionals’ Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.
Duties Description Under the general supervision of the NYS EAP Office Manager, the Administrative Assistant provides administrative and clerical support for the NYS EAP main office in Albany as well as the Adirondack, Capital Area, and Mid-Hudson regional offices.
Duties include but are not limited to:
• Serve as the primary contact for callers seeking EAP services and other stakeholders. Promptly answer, screen and triage incoming calls on the EAP 800 toll-free phone line in a courteous manner, responding to the nature and urgency of the caller’s needs, while keeping communication confidential.
• Assist the Office Manager in maintaining adequate office coverage by ensuring calls are forwarded after business hours, weekends, and other times, as necessary, according to EAP policy and procedures.
• Respond to messages forwarded from the answering service in a timely manner.
• Assist in maintaining a current listing of EAP Coordinators and committee members statewide, along with a back-up list of full-time coordinators, for use in referrals and other communications.
• Serve as a Visitor Access Coordinator for all Work-Life Services staff, communicating with security for any unit visitors.
• Coordinate coverage for phones and support functions with other support staff during normal office hours.
• Open, review, and distribute incoming correspondence via email, fax, and mail, based on staff assignments. Prepare and distribute routine outgoing mail via interagency, U.S. Postal Service, or FedEx.
• Create, obtain signatures, and distribute certificates for coordinators or committee members transitioning out of EAP for all regions of the state.
• Assist in preparing reports, spreadsheets, other documents, and electronic data files; collect data, format, and enter in the appropriate chart or file. Edit and proofread documents.
• Respond to coordinator and committee member requests for information and EAP resource material, researching as needed.
• Duplicate, assemble materials, and coordinate mass mailings.
• Assist in scheduling staff meetings and conference calls, as assigned, and transcribe hand-written minutes from meeting notes.
• Establish and maintain paper and electronic filing systems. Follow EAP guidelines on confidentiality of records and ensure that all confidentiality requirements are met to include, but not limited to critical incidents, grants, etc. At the direction of EAP staff, thoroughly destroy records that no longer need to be retained.
• Prepare mail certificates and letters recognizing any submitted employee WellNYS 5K accomplishments and uploading to the WellNYS website.
• Assist with mailings to coordinators and committee members from the WellNYS Director.
• Maintain current monthly coordinator statistical submissions for three regions.
• Enter any submissions mailed, faxed, or scanned to main office.
• Follow-up as necessary with regional representatives and coordinators to ensure timely submissions.
• Maintain electronic time-off and conference room calendars.
• Distribute agency newsletter and any other correspondence or announcements to coordinators and chairpersons in the three regions.
• Operate and maintain office equipment with supplies as necessary.
Regional Offices Support
• Administer logistical aspects of the EAP training programs that are overseen by the Capital District, Adirondack, and Mid-Hudson Regional Representatives.
• Notify the training assistant of any new coordinators in the three regions; forward all new coordinator Acknowledgement of Orientation and Exemption from Training forms to identify them as attendees at the next New Coordinator Institute.
• Distribute training catalogs to all coordinators and chairpersons in the three regions.
• Register coordinators for training in the Statewide Learning Management System (SLMS).
• Prepare letters of confirmation and email to those attendees not in the SLMS system along with directions to the training site.
• Monitor training attendance records, update attendance status after each class, and notify the EAP regional representative if a coordinator is not in compliance with training requirements.
• Maintain a record of the training and certification programs completed by each EAP coordinator in the assigned regions necessary for compiled reports.
• Forward verification of attendance at EAP Training for Supervisors, Management-Union Orientations, and New Committee Member Orientations to the training director.
• Prepare and distribute all documents required for training site.
• Communicate with trainers; confirm details of training session.
• Handle individual training cancellations, notify the regional representative, and notification to the attendees for class cancellations, if necessary.
• Prepare sign-in sheets, evaluations, and any materials necessary for the regional representative to distribute at training.
• After the training session, ensure the evaluations are summarized. Bring concerns to from the instructors, site contact persons, and participants to the attention of the regional representative for future action.
• Attend training programs, when requested by the regional representative, to set up training area and register participants.
• Assist the EAP regional representatives in preparing reports for the main office and local agency EAP committees.
• Provide office support for the Directions: Pre-Retirement Planning seminars as needed.
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.
Some positions may require additional credentials or a background check to verify your identity.
Empire State Plaza
Notes on ApplyingPlease reference vacancy ID 109895 when applying.
To apply, please send cover letter and resume to HR@oer.ny.gov(M.S. Word or PDF is the preferred format. Hard copy via US Mail is also accepted.