Executive Assistant

Description

Duties Description

The Executive Assistant reports to the Commissioner, Parks and Recreation and works closely with the Executive Deputy Commissioner for the Office of Parks, Recreation and Historic Preservation (OPRHP). Under the general supervision of the Commissioner, the Executive Assistant performs a variety of high-level administrative duties. The Executive Assistant acts as the liaison for the Commissioner by receiving and disseminating information and instructions from the Commissioner to the senior management team and others and by relaying information from staff and others to the Commissioner.

Duties Include, But Are Not Limited To

• Formulates special studies, research issues and program areas and develops reports and recommendations as assigned by the Commissioner or Executive Deputy Commissioner.
• Delegates to appropriate staff a variety of professional level administrative duties including taking technical and sensitive notes from the Commissioner, Executive Deputy Commissioner, executive staff and Special Assistants as required.
• Research content, edits, and summarizes selected Commissioner speeches and remarks.
• Disseminates various documents from the Commissioner’s Office, such as opinions, decisions, reports, regulations, etc. and, in collaboration with the Commissioner and Executive Deputy, determines the scope of distribution.
• Revises and summarizes, in writing, various reports, articles, and other documents for the Commissioner’s and Executive Deputy’s review.
• Investigates complaints against the agency from various interest groups and the general public and recommends appropriate action or delegates for resolution.
• Reviews, clarifies, and interprets confidential policy issues submitted by agency staff highlighting key points for the Commissioner’s review.
• Screens a heavy volume of incoming mail and e-mail to identify correspondence requiring executive level attention and refers remaining mail to appropriate agency staff for response and/or action.
• Researches and assembles material containing pertinent facts required by the executive staff or other agency staff to make decisions or to reply to correspondence.
• Acknowledges and responds to general correspondence for their own signature or that of the Commissioner and executive staff as appropriate.
• Reviews and edits all proposed correspondence for the Commissioner’s signature for accuracy, timeliness, appropriate tone and style.
• May represent the Commissioner’s interests in meetings with agency employees including senior level agency staff such as OPRHP’s Counsel, Public Information Officer, and Deputy Commissioners.
• Manages Commissioner’s travel itinerary and calendar
• Manages postings to the Commissioner’s mail log system to track for continuity and future reference.
• Develops and distributes meeting agendas and takes or assigns staff to take notes/minutes at important and highly confidential meetings.
• Follows up on delegated assignments and edits staff reports on meeting outcomes and assignments.
• Develops and monitors a follow up system on matters delegated to executive and senior management staff and provides the Commissioner and Executive Deputy with periodic reports on status.
• Organizes and monitors records and files on all confidential matters for the Commissioner.
• Supervises executive administrative and support staff.
  
  

Qualifications

Minimum Qualifications

Bachelor’s degree and three years of relevant experience. *

• Substitutions: four years of specialized experience or associate’s degree and two years of specialized experience may substitute for bachelor’s degree; J.D. or master’s degree may substitute for one year of specialized experience; Ph.D. may substitute for two years of specialized experience.
  
  

Operating Needs

Additional Comments

• Ability to work with considerable independence.
• Excellent organizational, administrative, and communications skills, both oral and written.
• Proficient in core applications like Outlook, Word, Excel and PowerPoint.
• Ability to manage competing priorities.
• Ability to work in an organized way and maintain well-structured systems.
• Ability to handle sensitive information with discretion and professionalism.
  
  

This is an appointment to a position in the exempt jurisdictional class. All exempt appointments require completion of a background check prior to appointment, and completion of an annual Financial Disclosure Statement. Incumbents serve at the pleasure of the appointing authority, and the employment relationship can be altered at any time by either party.

Paid Time Off

The NYS Office of Parks, Recreation & Historic Preservation offers a generous benefits package that includes but is not limited to:

• M/C: 39 days - 13 Vacation days, 8 Sick days, and 5 Personal Leave days; 13 Holidays.
• M/C: Eligible for professional leave to participate in professional development, but at the supervisor’s discretion.
  
  

Health Care Benefits

• Eligible employees and dependents can pick from a variety of affordable health insurance programs.
• Family dental and vision benefits at no additional cost.
  
  

Additional Benefits

• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• Paid Parental / Family Leave
  
  

To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx.