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Review Vacancy

Date Posted 11/14/22

Applications Due11/29/22

Vacancy ID116736

AgencyGeneral Services, Office of

TitleExecutive Assistant

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $61423 to $76218 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address Adam Clayton Powell State Office Building

City New York

StateNY

Zip Code10027

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 the experience.

Preferred qualifications:

• Highly organized and detail oriented
• Excellent verbal and written skills
• Highly professional in demeanor
• Positive attitude and willingness to contribute to a team environment
• Ability to multi-task and efficiently manage multiple competing priorities
• Ability to communicate clearly and effectively with individuals at all levels, including OGS executives and executives at of other agencies and authorities
• Ability to manage sensitive, confidential information in an appropriate and professional manner
• High level of proficiency in Microsoft Word and Outlook
• Proficiency in Excel and PowerPoint, and knowledge of Office 365 and SharePoint a plus
• Willingness to learn new internal OGS systems to complete duties as assigned

Duties Description General Administrative Duties
• Manage general administrative activities and provide overall support to the OGS New York City office
• Serve as liaison for administrative matters between OGS executives and other State agency staff at the executive, managerial, and administrative levels
• Receive and screen telephone inquiries from OGS staff, other State government officials and the public, responding directly to inquiries or referring them to appropriate staff as necessary
• Maintain the calendar for multiple OGS executives and coordinate with administrative assistants from other agencies and organizations to schedule meetings, interviews, and events
• Manage travel reimbursements for executives as needed using the Statewide Financial System (SFS)
• Manage and coordinate logistics for meetings, travel, conferences, and organization-wide activities, including arranging for videoconferencing and procuring event materials
• Schedule the use of meeting rooms, pool vehicles, and other shared office resources as needed
• Assist with onboarding and offboarding OGS employees; collaborate with personnel coordinators to ensure an efficient transition
• Welcome and greet office guests
• Build and maintain external and internal working relationships with administrative and executive staff
• Perform other administrative support activities (e.g., scanning, photocopying) and related tasks as assigned

Office Administration and Logistics
• Order, maintain, and distribute appropriate office supplies and equipment
• Liaise with Information Technology Services (ITS) on matters related to setting up, maintaining, and resolving issues related to technology equipment and services for the NYC office
• Coordinate with building management and other relevant parties on issues related to the physical office environment (e.g., equipment installation, building maintenance) as needed
• Manage office finances including small purchases and subscriptions, and liaise with the OGS Finance Office on related inquiries and documentation

Additional Comments The New York State Office of General Services (OGS) provides essential services to our state and local partners, as well as the public. From operating State office buildings to construction management, establishing procurement contracts, and conducting tours of the Capitol, OGS is truly a diverse organization.

While our services may be “general,” many state agencies depend on OGS to fulfill their own mission and goals. As such, OGS must always seek to innovate and streamline its business processes, find new ways to serve our customers, and build public trust. OGS’s is committed to NYS’ larger mission to achieve savings for the state while improving organizational efficiency and is poised to take on the challenge of creating a modernized government that does more with less. OGS accomplishes this by retooling our focus on critical programs and services; redesigning the way we do business; and retraining our workforce to support a realigned agency.

What we offer:
• Opportunity to join an inspired, high-energy leadership team and guide operational transformation.
• Participation in a team-centric approach to leadership with the ability to learn and grow within an exciting organization.
• Extensive benefits package including paid leave, excellent health, dental, vision and retirement benefits.

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

Name Human Resources/JOT

Telephone (518) 473-5282

Fax (518) 486-1621

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor, Corning Tower

City Albany

State NY

Zip Code 12242

 

Notes on ApplyingPlease submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Position Title & Vacancy ID number for which you are applying.

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