StateJobsNY

NY HELPNo

AgencyInformation Technology Services, Office of

TitleAdministrative Assistant (Executive), Ref#00049

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Management / Confidential (Unrepresented)

Salary RangeFrom $59038 to $73259 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 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Swan Street Building, Core 4

Empire State Plaza

City Albany

StateNY

Zip Code12220

Minimum Qualifications One year of permanent competitive service as a Secretary 2 OR two years of executive secretarial or administrative support experience.

Preferred skills and experience:

• Highly organized and detail orientated;
• Excellent verbal and written skills;
• Highly professional in demeanor. Able to interface easily with people at all levels, including state executives;
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook;
• Knowledge of Microsoft Office 360 and SharePoint;
• Ability to multi-task;
• Supervisory experience.

Duties Description The incumbent will coordinate administrative activities, provide support to Executive level staff, and will have frequent contact with representatives at all levels, including: The Governor’s Office; Division of the Budget; State Legislature; and other State and Federal agencies. The incumbent will have daily access to highly confidential information and files. Duties include, but are not limited to:
• Manage the general administrative and secretarial activities of the Executive Office;
• Coordinate, log and track all correspondence received, including opening, reviewing, sorting and distributing mail to Executive level staff;
• Prepare correspondence for the signature of the NYS CIO and other Executive level staff; this may include formatting and writing correspondence and coordinating information with other ITS staff;
• Receive and screen telephone inquiries from internal ITS staff, other State government officials and the general public responding directly to inquiries or referring them to appropriate staff as necessary;
• Greet visitors to the Executive Office;
• Organize and set the priorities of work to be accomplished on a daily or weekly basis. This may involve working intensely with Executive level staff to clarify the work to be organized and produced, and schedule the use of meeting rooms and maintain the calendar for multiple ITS Executives;
• Maintain proper supplies for the Executive Office;
• Perform other office support activities (e.g., scanning, photocopying) and related tasks as assigned by Executives;
• Manage sensitive, confidential information in an appropriate and professional manner;
• Prepare and/or edit reports, memos, letters, press releases and other documents using software related to word processing, spreadsheets, databases and presentations;
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned;
• Coordinate and monitor on-going projects, programs and activities of interest and concern to Executives, and maintain contact with program management to ensure the availability of accurate, up-to-date information;
• Liaison administrative matters between Executives and other State agency Executives and managerial staff;
• Coordinate meetings, travel, conferences and organization-wide activities;
• Perform full range of supervisory responsibilities.

Additional Comments Selected candidates may be subject to fingerprinting and background check and final approval of the position is at the discretion of the Division of the Budget (DOB).

Your Social Security number may be required to confirm your eligibility.

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

Name Louise C. Nails

Telephone 518-473-5282

Fax 518-408-2874

Email Address HR.Recruitment.its@ogs.ny.gov

Address

Street Empire State Plaza, Corning Tower

26th Floor

City Albany

State NY

Zip Code 12243

Notes on ApplyingPlease submit a clear, concise cover letter and resume describing how you qualify, and indicating that you are applying for the Executive Assistant position, to HR.Recruitment.its@ogs.ny.gov or mail to:

OGS-Human Resources Management
Attn: Louise C. Nails
NYS Office of General Services
Human Resources Management
Empire State Plaza – Corning Tower 26th Floor
Albany, NY 12243