NY HELPYes

AgencyHuman Rights, Division of

TitleOffice Assistant 3 (Administrative Coordinator, Special Projects and DEIA)

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade14

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $56506 to $68630 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 15%

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? Yes

County Bronx

Street Address One Fordham Plaza, 4th Floor

City Bronx

StateNY

Zip Code10458

Duties Description The New York State Division of Human Rights is dedicated to eliminating discrimination, remedying injustice, and promoting equal opportunity, access, and dignity. Our vision is a New York free of discrimination where everyone can fulfill their potential and participate fully in the life of the state.

Reporting to the Associate Commissioner of Special Projects and Associate Commissioner of Diversity, Equity, Inclusion and Accessibility, the incumbent will provide administrative support to both executives and coordinate administrative activities for their two teams. This will include general administrative duties, coordination of office functions and logistics, accomplished in accordance with applicable procedures, rules, regulations, and laws. It will also involve frequent contact with state agency representatives at all levels, constituents and external stakeholders, and vendors as needed. Specific responsibilities include:

General Administrative Duties
• Maintain the calendar for two executives and coordinate with administrative assistants from other units, agencies and organizations to schedule meetings, interviews, and events.
• Manage and coordinate logistics for meetings, travel, conferences, and organization-wide activities, including reconciling travel reimbursements for executives as needed using the Statewide Financial System (SFS), arranging for videoconferencing and related services (such as interpretation and captioning services) and procuring event materials.
• Serve as liaison for administrative matters between two executives and other state agency staff at the executive, managerial, and administrative levels. Build and maintain external and internal working relationships with administrative and executive staff.
• Manage general administrative activities and provide overall support to the Special Projects and DEIA teams.
• Assist with onboarding and offboarding new employees for Special Projects and DEIA teams; collaborate with personnel coordinators to ensure an efficient transition.
• Schedule the use of meeting rooms, pool vehicles, and other shared office resources as needed.
• Receive and screen inquiries by telephone and email from agency staff, other state government officials and the public, responding directly to inquiries or referring them to appropriate staff as necessary.
• Perform other administrative support activities (e.g., scanning, transcription, completing forms, photocopying and other document preparation tasks; data entry; assistance in preparing reports, chats, graphs and tables; professional printing request fulfillment; mail, supply and inventory-related tasks) and related tasks as assigned, such as welcoming and greeting office guests.

Office Administration and Logistics
• Work with Facilities Management to order, maintain, and distribute appropriate office supplies and equipment.
• Liaise with Division’s in-house Information Technology Services (ITS) on matters related to setting up, maintaining, and resolving issues related to technology equipment and services for the two relevant teams at the Bronx and Albany offices.
• Coordinate with Administration Unit for building issues, Finance and Human Resources requests, as well as with other relevant parties on issues as needed.
• Manage small purchases and subscriptions and liaise with the Finance Office on related inquiries and documentation.
• Provision of administrative coverage for other agency leadership and general phonelines inboxes, as needed;
• All other duties as assigned

Minimum Qualifications Candidates must be reachable for appointment on the current Civil Service eligible list for the title;

OR

Transfer Opportunity – Candidates must have permanent status as an Office Assistant 3, Grade 14, and be eligible for lateral transfer; OR, Current New York State employee with one year or more of permanent or contingent-permanent, competitive service in a position allocated to a salary Grade 12 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Office Assistant 3.

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 the executives at the Division and other state 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 agency systems to complete duties as assigned

Additional Comments We offer a comprehensive benefits package, including:

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees’ Retirement System
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 College Savings Program

Please note that specific benefits and programs may vary based on negotiating unit, current contract, and length of State service.

This position is eligible for $4000 location pay.

All people with disabilities are encouraged to apply.

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

Name Human Resources / LB

Telephone

Fax

Email Address HRResumes@dhr.ny.gov

Address

Street Agency Building 1, Floor 2

Empire State Plaza

City Albany

State NY

Zip Code 12220

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 Vacancy ID number for which you are applying.