What are the responsibilities and job description for the Administrative Assistant position at NYS Environmental Facilities Corporation?
Reporting to the Deputy Director of Administration and Corporate Operations, the Administrative Assistant will be responsible for providing a broad range of administrative support to the Administration and Corporate Operations Division, which includes Human Resources, Procurement and Program Compliance, Support Services, Information Technology, Communications and Internal Controls. The Administrative Assistant will also work closely with support staff in other divisions to support the Corporation as a whole.Essential Job Functions
Schedules meetings and appointments; maintains the Director and Deputy Directors calendars and coordinates with other administrative staff as necessary.
Coordinates workflow between the Division leadership to ensure timely completion of tasks and directives
Makes travel arrangements, manages travel itineraries, and processes related travel vouchers and expense reports for Division staff.
Assists in the preparation of internal and external documents, including letters, memoranda, reports, presentations, and briefing materials.
Develops and maintains an efficient and organized documentation and filing system of paper and electronic documents.
Supports the operational needs of all units within the Division by compiling and organizing documentation, maintaining office supply inventories, coordinating routine administrative tasks and assisting with cross-divisional projects.
Provides coverage for the Receptionist as needed, including phones, visitor intake, and general front-desk support.Knowledge/Skills
High level verbal and written communications skills
Advanced Microsoft Suite experience (Excel, Word, Teams, SharePoint, OneDrive)
Detail-oriented, with strong organizational, planning, and time management skills
Ability to multitask and prioritize daily workload in a fast-paced, multi-disciplined environment
Ability to exercise independent judgment
Friendly and professional demeanor
A high level of confidentiality and discretion are requiredQualificationsAssociates Degree in Administrative Management and two years of high-level administrative support or a High School Diploma or General Equivalency Degree (G.E.D.), and five years of progressively responsible administrative support experience. An equivalent combination of education and experience to successfully perform the duties of the position may be considered, as determined by the Corporation.Working Conditions and Physical AbilitiesWork is performed in an office setting, with prolonged periods of sitting and regular use of a computer and other office equipment. This position requires the ability to lift and move items up to 10 pounds, such as office supplies or files. Duties may involve occasional standing, walking, reaching or bending as part of routine administrative tasks. This position requires a professional demeanor and an orientation towards customer service.
Schedules meetings and appointments; maintains the Director and Deputy Directors calendars and coordinates with other administrative staff as necessary.
Coordinates workflow between the Division leadership to ensure timely completion of tasks and directives
Makes travel arrangements, manages travel itineraries, and processes related travel vouchers and expense reports for Division staff.
Assists in the preparation of internal and external documents, including letters, memoranda, reports, presentations, and briefing materials.
Develops and maintains an efficient and organized documentation and filing system of paper and electronic documents.
Supports the operational needs of all units within the Division by compiling and organizing documentation, maintaining office supply inventories, coordinating routine administrative tasks and assisting with cross-divisional projects.
Provides coverage for the Receptionist as needed, including phones, visitor intake, and general front-desk support.Knowledge/Skills
High level verbal and written communications skills
Advanced Microsoft Suite experience (Excel, Word, Teams, SharePoint, OneDrive)
Detail-oriented, with strong organizational, planning, and time management skills
Ability to multitask and prioritize daily workload in a fast-paced, multi-disciplined environment
Ability to exercise independent judgment
Friendly and professional demeanor
A high level of confidentiality and discretion are requiredQualificationsAssociates Degree in Administrative Management and two years of high-level administrative support or a High School Diploma or General Equivalency Degree (G.E.D.), and five years of progressively responsible administrative support experience. An equivalent combination of education and experience to successfully perform the duties of the position may be considered, as determined by the Corporation.Working Conditions and Physical AbilitiesWork is performed in an office setting, with prolonged periods of sitting and regular use of a computer and other office equipment. This position requires the ability to lift and move items up to 10 pounds, such as office supplies or files. Duties may involve occasional standing, walking, reaching or bending as part of routine administrative tasks. This position requires a professional demeanor and an orientation towards customer service.