Administrative Assistant

Overview

Under the general direction of the Anti-Discrimination Investigations Division (ADID) Director or Assistant Director, the Administrative Assistant will coordinate all support activities for the ADID staff, and provide direct secretarial and administrative support for the Unit Director and Assistant Director.

• Assist in the preparation of reports by collecting data.
• Draft routine correspondence.
• Set deadlines for responses to correspondence and for timely production of reports and notices. Follow up with staff to ensure completion.
• Answer the telephone for the ADID. Respond to routine questions and refer more complex and technical questions to appropriate staff member.
• Maintain calendars for ADID staff, schedule meetings and appointments and resolve any scheduling conflicts. Function as primary contact for meeting arrangements.
• Accompany the Director to meetings as needed.
• Serve as purchasing liaison, procure services and supplies following NYS Procurement Guidelines.
• Design, set up and maintain data storage systems, including paper and electronic files for ADID staff and keep shared computer files up-to-date and organized. Retrieve material from these systems as required by staff. Periodically purge obsolete material for storage in records center or for disposal.
• Open, review and distribute mail in accordance with staff assignments. Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to insure timely replies.
• Ensure coordination of special mail pick-up and deliveries with Mail and Supply staff.
• Serve as liaison to troubleshoot phone and computer issues for the ADID.

• Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
• Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Hours and Telecommuting will be discussed during the interview.

The Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability, or other protected class status in the admission to, access to, or employment in their programs or activities.

REASONABLE ACCOMMODATION:
The Office of Employee Relations/Labor Management Committees provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify HR.gov or .

NOTE ON TELECOMMUTING:
The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines.