Position Information

NY HELPNo

AgencyEmployee Relations, Office of

TitleAdministrative Assistant

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $58066 to $72519 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

Location

County Albany

Street Address Agency Building 2, 8th Floor

Empire State Plaza

City Albany

StateNY

Zip Code12223

Job Specifics

Duties Description Under the general direction of the Administrative Officer and Assistant Administrative Officer, the Administrative Assistant provides finance, procurement, human resources, and mail and supply services for the Office of Employee Relations (OER) and the New York State Labor-Management Committees (LMCs).

Duties include, but are not limited to:

• Communicate effectively via the telephone, in writing and/or in person with a variety of staff and other agency personnel.

• Answer telephones, provide information to callers, take messages, and transfer calls.

• Assist, as necessary, with all agency mail duties, including the pickup and delivery of interagency mail, preparation of First-Class Mail, shipment of packages and special deliveries.

• Maintain and manage the maintenance of personal history files.

• Run various personnel and finance reports.

• Set up and maintain filing systems; and use various information technology applications such as email, database, and word processing applications.

• Assist Contract Manager with procurement related activities.

• Coordinate Accounts Payable activities through eSettlements, ensure the processing of all invoices and vouchers for applicable payment method.

• Monitor Accounts Payable (AP) billing invoices and follow-up on outstanding invoices.

• Process invoices or use procurement card as appropriate.

• Prepare and process General Ledger Journal Vouchers and Grants Reimbursements.

• Enter B-1184 requests into the Division of the Budget’s database. Forward approved requests to program staff.

• Act as agency Procurement Card proxy, as necessary.

• Prepare and process stop payment requests. Forward requests to treasury and follow-up with program staff.

• Perform SFS Password resets.

• Assist with employee travel.

• Process agency identification cards.

• Assist the Records Management Officer in managing agency records.

• Assist with special assignments and projects as appropriate and necessary.

Minimum Qualifications

• High School Diploma.

• Three years of relevant experience in a program support role.

• Experience with the Statewide Financial System preferred.

• Proficient with Microsoft Office products preferred.

• Ability to work independently.

• Demonstrated ability to successfully collaborate with others, a genuine team player.

• Excellent communication and customer service skills.

• A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations.

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.

NOTE ON TELECOMMUTING: The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines.

WORK HOURS AND TELECOMMUTING SCHEDULE WILL BE DISCUSSED AT TIME OF INTERVIEW.

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

Contact Information

Name Human Resources

Telephone

Fax

Email Address HR@oer.ny.gov

Address

Street 2 Empire State Plaza

8th floor

City Albany

State NY

Zip Code 12223

 

Notes on ApplyingPlease reference Vacancy No: 177492 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