Administrative Assistant

Duties Description

The Administrative Assistant 2 provides staff assistance to the Executive Officer of the New York Naval Militia in the administration of a 2,500‑member force. Incumbents determine best methods and procedures to accomplish tasks, independently producing a quality product while meeting operational deadlines. The incumbent manages confidential information, personal identifiable information (PII) and HIPAA information in support of the directorate and agency mission.

They interpret, advise and apply policies, procedures, rules, regulations and guidelines in support of the agency mission.

The Administrative Assistant 2 is the primary administrative support person coordinating correspondence, paper flow and day‑to‑day administrative support activities. Responsibilities include correspondence, files, calendar management, work coordination, customer service, information gathering, report compilation, office procedures, filing systems, policy implementation, workflow maintenance, operational problem resolution, phone handling, mail sorting, project follow‑up, travel and expenditure reconciliation, email management, and broad awareness of organizational activities.

The position also performs supervisory duties, providing a full range of supervision to assigned staff and selecting the best course of action under broad guidelines.

• Provide quality customer service by addressing telephone calls and greeting visitors, responding to Naval Militia members’ questions concerning program activities and procedures.
• Frequent verbal and written communication with supervisors, program and administrative staff, and external entities.
• Prepare and review written communication such as general correspondence, reports, charts, presentations and e‑mail.
• Provide proofreading and formatting assistance on departmental documents and communications.
• Assist in reviewing, designing, revising and controlling agency forms and policy and procedure manuals related to the directorate.
• Maintain office inventory, requisition office supplies and purchase using personally assigned credit card; facilitate emergency purchases using state credit card where applicable.
• Develop and implement methods of data analysis and tabulations, draw conclusions, recommend actions, and prepare tables, charts and reports.
• Assist in preparing short‑term and long‑range work objectives and goals; review, evaluate and analyze variety of reports and records.
• Assist with compilation of data for agency budgetary submissions.
• Monitor agency revenues and expenditures within established guidelines.
• Assist with purchasing, procurement, budgeting, financial management and reimbursement activities.
• Assist in reconciling records, including credit cards, purchasing and travel documentation.
• Maintain records and perform data entry for state and federal data systems such as SFS, LATS, SLMS and MC software.
• Assist in managing Naval Militia personnel records and ensuring payroll accuracy.
• Serve as the Education Officer for the tuition reimbursement program for Naval Militia members.
• Serve as the property book manager; assist the property custodian on quarterly inventories.
• Administer the New York State Recruitment Incentive and Retention Program for MNNM members.
• Assist with paperwork during the annual Service Member’s Group Life Insurance contribution reimbursement process.
• Make travel arrangements, including purchasing tickets, arranging rental cars, lodging and other travel needs.
• Assist in the administration of the NYS Awards Program for the MNNM.
• Assist in the administration of the Naval Militia’s online membership and administrative forms submission software.
• Develop, implement and manage record‑keeping systems and controls.
• Represent the Naval Militia at meetings, hearings, conferences and committees.
• Attend meetings and maintain notes and records from attendance.
• Coordinate events and communications involving MNNM; act as point of contact for member questions and Headquarters POC for Reserve Units and Reserve Center Liaison Officers on all inquiries.
• Interact with many departments and individuals, including state and military personnel, on a frequent basis.
• C…