Administrative Assistants

M-F 9a - 5p
.30 minute Unpaid Lunch Break
No Holiday work, Overtime or travel required
No Parking Provided
Minimum Candidate Qualifications

a. Proof of eligibility to work in New York State.

b. A Bachelor's Degree

c. 3 years of experience providing administrative support in an office setting using the Microsoft Office Suite (including Outlook, Word and Excel).

d. 1 year of experience using LRS (Legislative Retrieval System) to track legislative bills.

e. 3 years of experience using an executive correspondence system.

2. Job Description and Required Services:

Seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff. The candidate must be detail-oriented and able to multitask in a fast-paced environment.

Duties include, but are not limited to:

• Answers telephone calls and greets visitors and staff in a prompt and professional manner.

• Follows-up on responses to ensure information is completed and received by established deadlines.

•	Reviews information upon receipt to ensure completeness andrefers it to the Executive Assistant, Special Assistant and appropriate staff for action.

• Executes Special Assistant directives efficiently and in a timely manner.

• Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.

• Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.

• At the direction of the Special Assistant, internally shepherd Governor's, Superintendent's and Legislators correspondence

• In addition, provides assistance to answer telephone calls and responds to questions concerning policy and procedures, and refers the most complex technical questions to the appropriate staff member.

• Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.

• Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.

• Assists with organizing departmental legislative bills and bill position letters.

• Designs and maintains electronic and hard copy correspondence files.

• Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through SFS system.

• Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.

• Opens and review incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.

• During the legislative session, must be willing to work additional or non-standard hours.

• Prepares and submits NYS Project Sunlight reports and completes appropriate NOA forms.

• Performs other duties as assigned.

Skill Requirements:

• Ability to remain calm under pressure and adapt to last-minute changes.

• Strong attention to detail.

• Ability to work independently

• Ability to maintain confidentiality

• Ability to multi-task

Notes:

*Telecommuting may be allowable upon discretion of the hiring manager. *DFS does not provide parking, but the office is accessible by mass transit.

Please include a cover letter with your resume.

Salary commensurate with scope of work job experience
Proper footwear required to perform tasks in a safe manner.
Perform other reasonably related duties as required.
New Wave People is an Equal Opportunity Employer (EEO).
 
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