Administrative Assistant

4 weeks ago


Albany, New York, United States StateJobsNY Full time
Job Summary

StateJobsNY is seeking an experienced Administrative Assistant to support the NYS Weatherization Assistance Program (WAP) Central office staff and the Program at large. The successful candidate will be responsible for performing a variety of administrative duties, including data gathering, report preparation, and communication with stakeholders.

Key Responsibilities

Gather, compile, and prepare data from manual or automated files and other sources for various reports, publications, records, or other external or internal communications

Formulate informed responses (both written and telephonic) to questions concerning the operation of the unit or program area, requiring extensive knowledge of the program

Resolve work problems as they arise

Review forms and applications and make appropriate determinations

Coordinate arrangements for meetings, courses, and other gatherings, arrange for rooms, take attendance, and ensure that appropriate materials and equipment are available

Work in the Statewide Financial System to process Prequalification Assessment, assisting in contract processing, and pulling reports

Maintain current templates and forms used by the unit

Maintain efficient workflow

Input DOE grant information into the Performance and Accountability for Grants in Energy (PAGE) site for reporting and application purposes

Input contracts and expenditures information into internal Weatherization database

Assist in updating manuals and process documents

Assist in formatting documents

Open, read, route, and distribute all incoming mail or other materials

Answer routine phone inquiries and/or routes to appropriate program unit supervisor

Manage files, maintain, and organize filing system(s) for electronic and paper documents

Convert documents into electronic files as needed

Manipulate/compile documents or forms in Adobe Acrobat Pro

Coordinate with ITS regarding computer issues

Maintain inventory and ordering office supplies and equipment

Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.

Compose and distribute meeting notes, correspondence, and reports

May act as a proxy to complete and submit travel requests and/or expense reports in SFS as requested for program management staff

May supervise if necessary and as unit staffing allows

Requirements

One year of clerical experience

Must be reachable on the New York State Civil Service eligible list

70.1 Transfer Qualifications: One year of permanent or contingent permanent service in an eligible title for transfer determined to be similar by Civil Service

A list of approved titles is available through Civil Service GOT-IT

It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume/email submission. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.

Additional Information

Please provide a current resume. If you are applying from Indeed, please indicate the location of the position and paste the job duties into your reply.

NYS Homes and Community Renewal (HCR) is committed to fostering a culture of diversity, equity, inclusion, and accessibility. Our work would not be possible without the diverse backgrounds, experiences, ideas, and abilities of our employees. HCR is committed to developing a workforce which represents the diverse population of New York State. HCR embraces a diverse and inclusive work environment by encouraging all individuals, including those with disabilities, to apply to open positions at the agency.

Some positions may require additional credentials or a background check to verify your identity.

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