Administrative Assistant - Albany, United States - Victim Services, Office for

Description

Minimum Qualifications

• Substitutions: four years of specialized experience or associate's degree and two years of specialized experience may substitute for bachelor's degree; J.D. or master's degree may substitute for one year of specialized experience; Ph.

D. may substitute for two years of specialized experience.


Duties Description

Reporting to the Director of the Office of Victim Services, the incumbent will serve as the Executive Assistant to the Director.

The incumbent of this position must be comfortable with the demands of working in an office that is at the center of the daily operations of the Agency and be flexible to accommodate constantly changing priorities and workload.

The Executive Assistant will coordinate executive office operations and discreetly, tactfully, and confidentially address sensitive issues.

The Executive Assistant will work independently and in an organized manner to perform the following duties, including but not limited to:

• Serve as Executive Assistant to Director of the Office of Victim Services. Provide administrative support for the daily functions of the Albany and Brooklyn offices.
• Manage and coordinate the Director's schedule.
• Prepare correspondence and formal communication to stakeholders on behalf of the Director.
• Represent the Director in interactions between their office and other governmental offices and the public.
• Organize the workflow of the Office of the Director and serve as the primary communications liaison between the Director and other Executive staff.
• Schedule and organize OVS Advisory Council Meetings. Prepare all necessary materials and organize virtual or inperson meeting logistics. Prepare agenda and minutes for each meeting.
• Arrange travel for the Director, General Counsel, and Deputy Directors as needed; and prepare and submit expense reports for reimbursement through the Statewide Financial System (SFS) for Executive staff.
• Assist in the hiring of new employees, including scheduling interviews, setting up computer access, and maintaining contact with Human Resources, ITS, and OGS.
• Ensure completion of the required annual employee forms and their appropriate filing and storage.
• Manage onboarding and offboarding requests for agency employees, including equipment requests and tracking of incidents.
• Act as eJusticeNY contact for new employee fingerprints. Provide the results to HR and/or General Counsel for suitability determination.
• Provide assistance to other agency support staff in the preparation of documents, reports, and correspondence.
• Provide assistance to OVS staff with IT issues when needed and liaise with Information Technology Services (ITS) to ensure new user setups are completed and tickets are submitted. Review the OVS ticket tracker daily for hardware, phone, and physical space issues.
• Coordinate OVS sponsored functions and agencywide events (i.e. CDPHP Workforce Team Challenge; agencywide meetings and trainings; OVS social events committee).
• Responsible for the preparation of emergency togo kits, ensuring they are always kept up to date for both the Albany and Brooklyn offices.
• Serve as the main point of contact with building management for both the Albany and Brooklyn offices.
• Special projects and additional tasks as assigned.

Additional Comments
Travel up to 15% may be required.

An employee telecommuting program is available.

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