Administrative Assistant

New York State Agency

Work Schedule: M-F 8:30am – 5:00pm (40 Hour Work Week)

Telecommuting: No. These positions require full-time on-site presence.

Project Period: 8/1/22 – 1/31/23

Duties Include:

Skills Required:

·         Excellent organizational, written, and verbal communication skills.

·         Strong interpersonal skills.

·         Ability to use office machines including multiphone line, copier, fax/scanner

·         Ability to handle a high volume of work in a fast-paced office environment and to meet deadlines.

·         Proficient in Microsoft Office programs (Outlook, Word, PowerPoint, Excel, Teams, SharePoint).

·         Proficient in using technology to assist staff with scheduled virtual meetings and conferences.

·         Ability to work independently and as part of a team, prioritize workloads, multi-task, flexible and complete assignments within short timeframes.

Responsibilities:

·         The Administrative Assistant will provide office and administrative support for staff. Responsibilities will include:

o   managing staff calendars on a day-to-day basis,

o   providing administrative support to format and prepare reports and presentation materials,

o   establishing and maintaining electronic and hard copy files, tracking systems,

o   monitoring bulk mail logs in Outlook,

o   arranging travel arrangements and preparing related paperwork,

o   scheduling in-person and virtual meetings and conference calls,

o   compiling; prioritizing and distributing mail,

o   maintaining an inventory of and ordering supplies,

o   answering and routing phone calls, and

o   other duties as assigned.