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Review Vacancy

Date Posted 08/20/21

Applications Due09/20/21

Vacancy ID90265

AgencyEmpire State Development, NYS

TitleExecutive Assistant and Office Manager

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $54000 to $56000 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 Westchester

Street Address 33 Airport Center Drive,

City New Windsor

StateNY

Zip Code12553

Minimum Qualifications Education Level required: Bachelors degree preferred.
Relevant experience required: 6-8 years administrative experience.
Knowledge required: Strong multi-tasking abilities, highly efficient and good judgement/discretion. Knowledge of ESD/Mid-Hudson Region policies and procedures. Good communication skills and computer knowledge and skills.

Duties Description BASIC FUNCTION: To assist the Mid-Hudson Regional Director with the administration of policies, general business, and regional office operations.

WORK PERFORMED:
•Manage the daily activities of the Regional Director. Oversee schedule and assist with meeting notes/follow up; screen phone messages and correspondence; make travel reservations and submit expense reports; and coordinate the preparation of reports, project and budget updates, excel spreadsheets, agendas, presentations and other documents as needed.
•Provide assistance to Regional Director in handling time records for regional office staff, coordinate annual review process, and send documentation to ESD for processing (e.g. overtime arrangements, requisitions, new hires, etc.).
•Manage purchasing of office equipment and supplies office staff and serve as office contact with IT services, overseeing equipment needs and technical issues, and ensuring functionality of A/V equipment.
•Provide Administrative Support to the Mid-Hudson Regional Economic Development Council including scheduling meetings with the council members; take notes and produce full Council meeting summary for public distribution; manage logistics of Council meetings including reserving meeting locations and submitting appropriate approval and payment requests; and overseeing annual process of completing Ethics forms from council members.
•Assist Regional Director and project managers with project development including drafting of Incentive Proposals and Excelsior Term Sheets; generating project numbers in Microsoft Dynamics and updating projects accordingly as the project advances; and soliciting Weekly Bullets updates for the President and CEO from project managers on a weekly basis.
•Provide administrative support to Deputy Regional Director, as requested. Assist other regional office staff when needed including submitting timely and accurate travel vouchers and other travel documents via PeopleSoft, as needed.
•Maintain Petty Cash records and submit payment authorization forms for reimbursement.
•Serve as office point of contact with building management on lease/office issues (HVAC and building functionality, staff parking, building upgrades, etc.) and oversee process of regular invoicing and payments (rent, utilities, phone bills, consultant payments, etc.).
•Provide consistent and reliable reception desk assistance for office meeting scheduling and logistics, directing visitors to the office, answering of office general phone line, and receiving/sending office mail.
•Liaise with other state agencies and other departments within ESD/Department of Economic Development including HR, procurement services, Loans and Grants, and ESD Leadership staff.

Oversee compliance with completion of COVID Wellness Screenings for staff and visitors to the office. Coordinate with Administrative Assistant and Departmental Coordinator on schedules and ensuring coverage of office administration needs, including providing backup support for receptionist desk as the need arises.



Additional Comments with comprehensive benefits

WE ARE AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO DIVERSITY

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

Name Ruth Parris

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 ApplyingSend resume to resumes@esd.ny.gov, indicating job title in subject line and salary requirement in email body

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