StateJobsNY

NY HELPNo

AgencyEmpire State Development, NYS

TitleFinancial Coordinator/Executive Assistant

Occupational CategoryFinancial, Accounting, Auditing

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $58801 to $62365 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address 633 Third Avenue

City New York

StateNY

Zip Code10017

Minimum Qualifications EDUCATION & REQUIREMENTS:
Education Level Required: High School or Equivalent diploma; college degree preferred
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, including the Javits Convention Center expansion. Provide administrative support to the Executive Vice President for Real Estate Development & Planning (EVP), Department staff, and the President of CCDC. The position supports the overall operations of the Department as needed.

WORK PERFORMED:
•Assist EVP, CCDC President 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
•Create and manage databases relevant to the operations of the Department, including tracking compliance with Real Estate’s General Project Plans
•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

Responsibility
Employee Relations: Assist in maintaining a congenial atmosphere within the Department, making sure that the Department functions in an efficient and professional manner; maintain effective communications with colleagues and outside contacts; assist in the financial operations of the Department; hold information obtained in the course of work for the Department in strict confidence and demonstrate a professional demeanor at all times; work as a team player; learn procurement and relevant finance functions in the organization; go beyond assigned tasks to seek out ways to be helpful to Department staff.
Material or Products: MS Office Products, including Word, Excel, Access and PowerPoint
Equipment: Personal Computer, Telephone, Copy Machines
Money: Daily checks and cash for deposit
Business Contacts (Internal and External): Department and Subsidiary Heads and Executive staff, including the President and Chief Executive Officer; other employees of ESD; vendors doing business with ESD; staff at other State Agencies and Authorities; other business clients

Additional Comments Comprehensive benefits package.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY

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

Name Maria Gately

Telephone N/A

Fax N/A

Email Address resumes@esd.ny.gov

Address

Street 633 Third Avenue

City New York

State NY

Zip Code 10017

Notes on Applyingplease announce job title in subject line of email and list source of recruitment.