Administrative Assistant - Vacancy ID# 203020

Administrative Assistant

Reporting to a Special Assistant, the Administrative Assistant serves as a member of a team that provides executive level administrative support and staff assistance in support of Executive operations in the Department of State's (DOS) Albany Office. Specific duties include, but are not limited to :

• DOS Freedom of Information Law (FOIL) request management, coordination, intake tracking and distribution : Assist the Records Access Office, FOIL Counsel, and other records access staff by coordinating and maintaining aspects of the Department's Open FOIL database, ensuring FOIL responses are properly distributed among DOS Divisions, fully and properly vetted prior to distribution, and that all FOIL correspondence is appropriate and timely.
• Governor's Correspondence management, coordination, intake, distribution, issuance, and tracking : Assist with the organization, processing, maintaining, and distributing Governor's / Executive Correspondence and responses thereto to ensure proper responses are drafted timely, approved, distributed, and tracked in coordination with the DOS Director of Government Relations, Executive Chamber, DOS Executive Office and various DOS Divisions.
• DOS Boards and Commissions Appointments Management, Coordination, and tracking : Assist with the organization and coordination of the DOS Board and Commission Appointments, tracking of vacancies and processing for filling such vacancies as they arise from time to time in coordination with the Executive Office, Appointments Office and the DOS Intergovernmental Office and Director of Government Relations.
• Ensure proper clerical, telephone, and administrative support coverage.
• Maintain general office stock inventory and requisition office supplies.
• Assist Bureau of Administrative Support Services (BASS) with the management of Executive Office equipment and general reviews of space needs.
• Ensure that all Executive Office equipment is properly installed and operating and communicate with BASS when maintenance, repair or replacement is required.
• Ensure compliance with applicable agency equipment maintenance agreements (e.g., REMI); place service calls; open trouble tickets; and trouble shoot on-site as needed.
• Ensure that all Executive Office telecommunication and video equipment and systems are properly operating and communicate with BASS and / or the Office of Information Technology Services (OITS) when maintenance, repair or replacement is required and assist executive staff in setting up and using such equipment upon request / as needed.
• Assist BASS with completing office inventory when necessary.
• Perform monthly AED inspections upon request, and report status to BASS.
• Assist with set-up for meetings of the various divisions in DOS, including assisting BASS and OITS with set-up for video conferencing and teleconferencing equipment.
• Serve as the Records Management liaison for the Executive Office and other DOS offices, as needed.
• Oversee completion of transfer lists, packaging and labeling of records containers.
• Coordinate shipping to State's Records Center.
• Assist with management of printing functions and other support operations.
• Onboard / Offboard Executive Staff (submit necessary paperwork to BASS and HR).
• Serve as a Point of Contact to report facility issues to building management and BASS.
• Provide General Administrative Support :
• Open, review, sort and distribute mail in accordance with staff assignments.
• Answer telephone, respond to questions concerning policy or procedures and refer calls to appropriate staff member for more technical information.
• Respond to questions concerning program, policy, and procedure. Refer most complex technical questions to appropriate staff.
• Utilize significant knowledge of program area to respond promptly to variety of procedural and policy questions. In cases where more detailed answers are required or background information is needed, research problems completely with program staff. If question is very technical and requires original interpretation of program area, refer phone call or visitor to correct program staff.
• Monitor and track status of program activities.
• Review outgoing correspondence for proper grammatical usage, clarity, factual correctness, compliance with policy, program information and conformance to instructions. Ensure that appropriate background material is attached.
• Design, set up and maintain files (including electronic and paper) of correspondence / documents; code and file material; search for requested material and periodically purge obsolete material for storage in records center or for disposal.
• Schedule meetings and maintain calendars.
• Make travel arrangements and prepare travel vouchers for Executive Staff or otherwise requested / directed by the Secretary of State or Executive Deputy Secretary of State.
• Assemble and coordinate background materials for meetings and conferences.
• Undertake various special projects and assignments as may be required / requested from time to time by the Secretary of State or Executive Deputy Secretary of State.

Minimum Qualifications :

Preferred Qualifications :

Applicants should submit a resume and cover letter that clearly demonstrate how they meet the minimum or preferred qualifications for the position. Salary within the listed range will be commensurate with education and experience, and degree to which preferred qualifications are met.

NOTE ON TELECOMMUTING : Employees of the Department of State may apply to participate in the telecommuting program. If approved, an individual may telecommute for a maximum of 50% in accordance with the Department of State Telecommuting Program Guidelines.

The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and / or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law. We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.

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