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Executive Secretaries and Administrative Assistants

Location : Albany, NY
Job Type : Temp/Contract
Reference Code : AS2 HCR 33
Start Date : 03/01/2019
End Date : 03/31/2020
Hours : Full Time
Travel : No
Relocation : No

Job Description :

The Administrative Assistant provides clerical and administrative support to the Office of Human Resources Management, and all of its subdivisions. The assistant provides the necessary aid to the HR department with a high level of integrity, strong organizational skills, and professionalism.


Office Administration

·         Perform general clerical duties to include, but not limited to, record keeping, copying, mailing and filing

·         Answer telephone and email inquiries

o   Resolve/Escalate complaints or problems in a timely fashion

o   Take and forward messages to Human Resources Staff

·         Set-up and coordinate team meetings, conference calls, and ad-hoc workgroup meetings

·         Maintain Program calendar to coordinate work flow and meetings

·         Prepare agendas for Team meetings

·         Provide the Human Resources team with meeting minutes and action items.

·         Maintain a neat, orderly and efficient filing system at all times (both paper and electronic)

·         Collect and maintain inventory of office equipment and supplies

·         Research, price, and submit purchase requests for equipment, materials and supplies

·         Arrange for the repair and maintenance of office equipment, as needed

Provide Support and assist with the overall organization of the Office of Human Resources Management

·         Attend and support HR staff team meetings

·         Manage and maintain materials, kits, and resources

·         Ensure programmatic promotional/marketing materials are up-to-date and available for communication and inclusion in agency communication channels

·         Manage and maintain the agency Learning Management System, and other HR systems, so that it is effective for reporting and tracking of employee records

·         Support Human Resources Staff in assigned projects as requested

·         Serves as back-up to the LMS Administrator by learning the basic functions of the Statewide Learning Management System, including uploading courses, enrolling participants and running reports.

·         Create and modify documents using primarily Word, Excel, and PowerPoint 2016 in Microsoft Office 365

·         Run reports as needed/directed

Administer onsite and offsite HR events from concept to conclusion:

·         Assist with scheduling and coordination of HR-sponsored events, employee development events, conferences, etc.

·         Market and communicate HR event correspondence to agency staff

·         Book and prepare venue for HR related events and meetings

·         Manage participant enrollments and attendance using the agency Learning Management System

·         Ensure HR materials and resources are up-to-date

·         Prepare, copy, and bind HR materials (orientation materials, training materials, etc.), including but not limited to nametags, sign-in sheets and other materials, as needed

·         Respond to employee inquiries, via telephone and email

·         Research and make travel arrangements for staff, as needed

·         Create and distribute training event evaluations, HR-related surveys and gain HCR employee input on various topics, via Survey Monkey

·         Summarize data, create reports, and present to HR Directors

Additional Duties may include, but are not limited to:

·         Assist in the delivery of Human Resources related training events

·         Keep HR intranet pages current and updated using Microsoft SharePoint

·         Facilitate staff meetings and make presentations

·         Perform other HR-specific tasks, as needed.


Required Qualifications :

·         Have an understanding of the organization’s goals and mission

·         Well-developed organizational skills including the ability to manage, prioritize, and execute a wide range of tasks within established timelines

·         Demonstrated expertise in the use of computer software products including Microsoft Word, Excel, PowerPoint, and Outlook, and Adobe Acrobat.

·         Working knowledge of and expertise in the operation of general office equipment including personal computer and computer software programs such as Word, Excel, PowerPoint and Outlook, telephone, photocopy machine, fax machine, etc. is required

·         Ability to work independently and collaborate with a team by establishing and maintaining effective, positive and cooperative working relationships with the Human Resources staff along with others in the agency

·         Strong planning skills

·         Have a keen eye for details

·         Have a positive attitude

·         Ability to identify problems and develop solutions or troubleshoot

·         Effectively communicate both orally and in writing;

·         Ability to adapt to a changing environment and handle multiple priorities

·         Maintains confidentiality when handling sensitive information


·         Tech Savvy; demonstrating expertise in the use of computer software products such as Adobe InDesign, Lectora Inspire, Microsoft SharePoint, and knowledge of online learning management systems is a plus

·         Relevant office administration experience and qualifications

·         Ability to speak confidently or present in public settings

·         Creative marketing, design, and critical thinking abilities are a plus


·         Ability to sit in front of and operate a computer for extended periods of time

·         Ability to lift, carry or move objects of varying size weighing up to 20 pounds

·         Limited travel may be requested







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