Review Vacancy
AgencyEmpire State Development, NYS
TitleExecutive Assistant/Financial Coordinator to the CFO
Occupational CategoryClerical, Secretarial, Office Aide
Salary RangeFrom $60000 to $60000 Annually
Minimum Qualifications EDUCATION & REQUIREMENTS:
Education Level Required: Bachelor’s degree Equivalent Experience Required: A minimum of five (5) years of administrative experience in a financial environment.
Knowledge Required: Strong written and oral communication skills are required. Excellent telephone etiquette, Proficiency with Excel, PowerPoint and Word required. Knowledge of other software, including database software, is desirable. Excellent presentation preparation skills and advanced ability to organize. Ability to work independently.
Duties Description To provide administrative support to the Chief Financial Officer to facilitate the efficient and effective operation of the Finance department. To support the financial operations of the department as assigned and Department Directors as required.
WORK PERFORMED:
•Screen and manage all phone calls and messages, including direction to appropriate parties, prioritization, and the immediate handling of time-sensitive calls.
•Handle all scheduling matters, confirm meetings and conference calls, reserve meeting rooms, provide for building security clearance, resolve scheduling conflicts, monitor schedule changes, provide meeting reminders and updates, and ensure all necessary materials are available prior to meeting.
•Maintain CFO’s calendar in connection to appointments, meetings, conference calls and trainings.
•Provide discreet handling of sensitive and confidential information;
•Enter all staff time off in CFO’s calendar and track departmental vacation coverage.
•Make travel arrangements, including securing all required approvals, and ensure that all travel documents are in order and available when needed.
•Prepare expense reports for CFO in a timely manner, ensuring all required supporting documentation is included.
•Monitor department budget expenditures and review quarterly variance reports.
•Receive, review and submit payment authorization forms, business meal authorization expense reports, pre-travel requests, mileage forms, tax exemption forms, petty cash, purchase requests, and shipping receipts.
•Assist in proofreading various finance department reports, Board materials, meeting reports as requested.
•Review, sort and categorize all incoming mail (internal or external). Re-route mail as needed. Distribute to Finance Team, CFO’s team and other agency staff, as appropriate.
•Prepare draft memoranda, correspondence, reports, worksheets, etc. using Microsoft Office software products.
•Maintain assignment log and follow-up system for Finance. Send reminders to meet project assignment deadlines.
•Create, organize and maintain the filing system for records, correspondence and other related materials. Review files periodically and screen for materials that can be disposed of according to file/document retention guidelines and materials that can be stored centrally.
•Handle document preparation, spreadsheets, coordination and production and prepare CFO presentations, as needed.
•Update Finance Department’s staff listings on ESD’s intranet in coordination with the Office of Public Affairs.
•Maintain Board meeting books, ensure materials are complete, and available in advance of each Board meeting.
•Complete special projects as required.
Additional Comments salary up to specified amount
Some positions may require additional credentials or a background check to verify your identity.