Administrative Assistant

• High School Diploma.

• Three years of relevant experience in a program support role.

• Must be able to lift up to 50lbs and move pallets of boxes using a pallet jack.

• Must be able to move furniture with assistance from other staff.

• Experience with the Statewide Financial System preferred.

• Proficient with Microsoft Office products preferred.

• Ability to work independently.

• Demonstrated ability to successfully collaborate with others, a genuine team player.

• Excellent communication and customer service skills.

• A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations.

Duties Description Under the general direction of the Assistant Administrative Officer, the Administrative Assistant provides finance, procurement, mail and supply, and equipment services for the Office of Employee Relations (OER) and the New York State Labor-Management Committees (LMCs).

Duties include, but are not limited to:

• Answer telephones, provide information to callers, take messages, and transfer calls.

• Set up and maintain filing systems; and use various information technology applications such as email, database, and word processing applications.

• Directly purchase office supplies, equipment and furniture.

• Process invoices or use procurement card as appropriate.

• Complete forms in accordance with agency procedures.

• Monitor Accounts Payable (AP) Billing invoices and follow-up on outstanding invoices.

• Prepare and process General Ledger Journal Vouchers.

• Enter B-1184 requests into the Division of the Budget's database. Forward approved requests to program staff.

• Act as agency Procurement Card proxy, as necessary.

• Prepare and process stop payment requests. Forward requests to treasury and follow-up with program staff.

• Perform SFS Password resets.

• Process agency identification cards.

• Create, maintain, and enter information into databases.

• Order and distribute supplies.

• Perform all agency mail duties, including the pickup and delivery of interagency mail, preparation of First-Class Mail, shipment of packages and special deliveries. Function as agency liaison with delivery services, such as FedEx.

• Manage the agency storage areas. Arrange for surplus furniture and equipment to be delivered to the Surplus Unit in the Office of General Services (OGS).

• Coordinate all agency moves, arranging for and participating in the movement.

• Act as the Agency PODSA for NY.gov.

• Generate end-of-month reports from the Statewide Financial System (SFS) and file electronically.

Additional Comments 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 will be provided upon request.

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

Name Human Resources

Telephone

Fax

Email Address HR@oer.ny.gov

Address

Street 2 Empire State Plaza

8th Floor

City Albany

State NY

Zip Code 12223

Notes on Applying Please reference the Vacancy No. 168519 when applying.

To apply, please send cover letter and resume to HR@oer.ny.gov (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.