Office Manager, NYSPSP

Location: City of Albany

Job Description Employee Information

Job Title:

Office Manager, NYSPSP

Reports To:

Executive Director NYSPSPFLSA Status:

Non-Exempt Division:

NYSPSPGrade:16NDepartment:

NYSPSPUpdated Date:

June 2026

Direct Reports:

N/AOffice Requirement:

NYSPSPPosition Purpose The purpose of the Office Manager, NYSPSP position is to provide high-level administrative support and assistance to the Executive Director and other assigned leadership staff of New York State Preferred Source Program for New Yorkers who are Blind.

Essential Job Functions Service as the key point of contact between executive, internal, and external customers; greeting and direct visitors onsite

Review and secure insurance documents and ensure proper formatting and structure of all official documents

Maintain monthly office staff schedule

Manage calendars daily, scheduling meetings, coordinating travel, scheduling office events, office inventory, assisting the Board secretary as needed with quarterly board meeting logistics and related activities

Manage building operations and coordinate as needed with the building management and parking management companies

Serve as Notary for the office

Event planning and management of various events throughout the year including but not limited to Albany Advocacy Days, The Employee of the Year and Customer of the Year programs, staff summer outing, and staff holiday party

Compose various confidential communications

Respond timely to requests, complaints, and questions from both internal and external customers, representing NYSPSP by phone and written communication

Responsible for inventory, order, receipt, and distribution of office supplies and materials

Submit approved expenses weekly to NIB for payment, including office expenses and executive and leadership expense reports

Establish and maintain a variety of office files

Submit and track IT tickets on behalf of the office, coordinate onsite resolution with NIB IT or vendor as necessary

Create and maintain a Standard Operating Procedure (SOP) desk manual for the Executive Assistant role to be updated at least quarterly

Other

Job Duties Sort and deliver all incoming mail and process outgoing mail

Log all incoming checks for the accounting department

Serve as point of contact for our lobby firm regarding all filings and bill paying

Billing point of contact with vendors

Assist all NYSPSP staff members as necessary

Complete special projects assigned by the Executive Director and/or other leadership staff

Other duties as assigned

Supervisory/Management Responsibilities This position does not include supervisory responsibilities

Travel

This position does not include anticipated travel responsibilities

Experience

Two (2) to four (4) years of experience in an office manager or executive assistant role is required

Education, Certifications, and Licensure Undergraduate degree in Business Administration or a related field from an accredited college or university, or equivalent work experience

An equivalent combination of education and/or experience is also acceptableNYS Notary Public commission is preferred upon hire; required to obtain a valid commission within six (6) months of hire Minimum Technical Skills and Experience Proficiency in Microsoft Office, including Outlook, Word and Excel Experience using Zoom, Microsoft Teams, and/or other online meeting platforms

Experience creating and managing paperless processes and working in a paperless office environment

Ability to learn new or updated software

Ideal Soft Skills Constant concentration to ensure accuracy within tasks

Excellent verbal and written communication both internally and externally

Ability to multi-task and manage multiple projects at once to ensure deadlines are met Ability to maintain professionalism under pressure NIB Core Competencies Accountability Communication  Skills Ethics /Integrity Customer Care Job Knowledge/ Technical Skills Process Improvement Physical Demands and Work Environmental Factors The physical demands described here represent those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential…