Administrative Assistant ; NY HELPS

Position: Administrative Assistant 1 (NY HELPS)
Duties Description The Administrative Assistant position will perform paraprofessional duties and provide program and technical assistance for the Diversity, Equity, Inclusion, and Accessibility (DEIA) office. The program aide will oversee all administrative tasks related to the DEIA office for one or more persons within the office with a special support concentration for the Chief Diversity Officer (CDO). The Administrative Assistant preferably is comfortable navigating technology, has a passion for helping children, youth and families reach their potential;

and has a strong desire to increase their professional skills.

Administrative support
Duties may include but are not limited to:

• Manage itineraries for office.

• Manage the CDO calendar.

• Create, update and maintain agendas for team meetings and other meetings as requested.

• Prepare meeting information for the CDO as needed.

• Manage and track work assignment deadlines for the office.

• Scheduling meetings as requested.

• Request and submit pool car requests as needed for ODEIA.

• Learn the web requests processes, can submit forms completely and timely as requested.

• Respond to all emails in a timely manner and confirm to the sender of all emails you have received the message as a professional courtesy.

• Maintain DEIA shared mailbox. Provide weekly updates of correspondence as needed. Keep important emails and inquiries.

• Greet visitors to the office and assist with questions they have.

• Answer incoming calls, record messages and/or route to the appropriate staff.

• Provide additional Administrative Support as needed.
Financial Management
Duties may include but are not limited to:

• Assist with travel authorizations for ODEIA as requested.

• Complete purchasing for ODEIA and SFS processing in a timely manner.

• Create and maintain processes of financial transitions.

• Submit office supplies requests. Monitor and track progress of requested items and ensure delivery/receipt of purchase orders.

• Provide additional Financial Management support as needed.
Record Keeping
Duties may include but are not limited to:

• Create and maintain filing system for shared mailbox.

• Maintain SharePoint DEIA site. Organize and categorize for all files and folders within system.

• Create and maintain record of financial purchases per agency policy.

• Manage and update team on contracts including but not limited to start and end dates, approvals and contacts for all people and outside companies involved.

• Create and maintain tracking of office tasks (by month and year) for annual reporting.

• Create and maintain tracking of communications for events.

• Provide additional Record Keeping support as needed.

Technical Event Assistance & Other Tasks
Duties may include but are not limited to:

• Provide technical support during all events whether in person or hybrid.

• Manage communications for event set up and tear down as well as communications with ITS, OMS and BSSI units.

• Provide event proposal prep. by filling in basic information on each event proposal.

• Event follow up with PIO to do reminders for ODEIA events.

• Coordinates all office management issues, which may include: purchasing supplies, office and/or equipment repairs, telephone coverage, computer and telecommunication issues.

Minimum Qualifications Non-Competitive:

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.

Substitution:

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.

Additional Comments Background Investigation Requirements:

1) All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee's employment application, may bar appointment or…