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Review Vacancy

Date Posted 06/19/15

Applications Due07/03/15

Vacancy ID21858

AgencyEmpire State Development, NYS

TitleExecutive Assistant to the Executive Director, MWBE

Occupational CategoryClerical, Secretarial, Office Aide

Salary GradeNS

Bargaining UnitNone listed

Salary RangeFrom $45657 to $45657 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: (education required for this position) Associates Degree in Secretarial Science, Business Administration or related area
Equivalent experience required: (include number of years required) 6+ years’ administrative experience and working with sr. executives
Knowledge Required: Excellent Communication skills (oral and written); Excellent Customer Service skills, Excellent computer knowledge and skills: Microsoft Office (Word, Excel, Power Point), Highly efficient and good judgment skills, ability to manage and perform confidential and sensitive matters is a must.

Duties Description BASIC FUNCTION:
To assist the Executive Director and Management of DMWBD in the administration and general business of the Division.

WORK PERFORMED:
•Manage the daily activities of the Executive Director such as travel, correspondence, schedule and phone messages.
•Support management of correspondence database. Provide information important to the improvement of the Division to ensure that all correspondence is accurately accounted for in the DMWBD office.
•Provide oversight to administrative support staff for the Division when needed.
•Coordinate with other departments across ESDC and DED as needed to ensure proper handling of paperwork, timely payment of invoices and other policy and procedural tasks as needed.
•Coordinate with the preparation, proofreading, production and distribution of reports, agendas, presentations and other documents as needed.
•Answer telephones in a professional and courteous manner, taking accurate and detailed phone messages, respond to general inquiries and refer callers to appropriate person or department.
•General administrative duties include, but are not limited to preparing documents, creating and maintaining file system, scheduling meetings, keeping appointments and calendars, making travel arrangements, making copies, faxing, etc.
•Timely and accurately submit travel vouchers and other travel documents for the Executive Director.
•Maintain confidential files for the Executive Director; and subject files for certification, agency services and business development units.
•Assist the Executive Director with project development, travel if required to administratively support DMDBD activities;
•Work on special projects as assigned by the Executive Director.
•Coordinate periodic (video conferencing) staff meetings with Albany/New York City teams;
•Coordinate division requests upkeep of computer/phone, additional equipment, website updates;
•Coordinate and assist publications requests for divisions public marketing (brochures/flyers);
•Coordinate and provide marketing materials for outside events (make copies get table cloth/banners etc.)
•Handle division’s procurement request/approval, ensure proper handling of paperwork, timely payment of invoices and other policy and procedural tasks;
•Track time and attendance/timesheet approvals for direct reports to the Executive Director;
•Submit and process travel vouchers and other travel documents for the Executive/Deputy Director;
•Department WebEx system coordinator;
•Provide guidance for temporary staff as needed, assign and supervise special projects;
•Act as a main contact for implement of division strategies and procedures;
•Assist in implementing division strategies and procedures to ensure smooth office operations;
•Serve as customer service liaison for internal/external stakeholders;
•Provide updates and data entry to computerized correspondence database – Customer Relations Information System (CRIS);
•Access and generate reports in NYSCS for certification reports and utilization data as needed;
•Accountable for keeping division recorders log and maintenance of property;
•Access, retrieve, and store state archival records for the division’s record retention policy;
•Provide visitors access to Kastle security system;
•Provided graphic design and editing for flyers and event video production

Additional Comments salary up to specified amount

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 Applyingplease put job title in subject line

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