Overview
Administrative Assistant 2 Jobs in Albany, NY at Temporary and Disability Assistance, Office of
Full Job Description
Non-competitive Min Quals: high school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.
Substitution:
** Certification (e.g., IAAP Certified Administrative Professional), diploma, or Associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
Duties Description
The Administrative Assistant 2 will report to the Deputy Commissioner of the Division of Budget, Finance, and Data Management (DBFDM). Primary responsibilities will include, but are not limited to, the following:
Provide direct administrative support to the DBFDM Deputy Commissioner as well as other Division managers, including scheduling meetings, maintaining vacation calendars, scanning/copying, updating organizational charts and seating charts, submitting IT helpdesk tickets, tracking assignments and following up with staff on the status of assignments, and performing various other tasks as needed.
Provide general administrative support for the office including answering the main phone line, greeting visitors, distributing incoming mail, monitoring office supplies and equipment, initiating purchase requests in the Statewide Financial System (SFS), arranging for repairs when equipment malfunctions, submitting required forms to address building/maintenance/safety issues, maintaining email distribution lists, managing SharePoint permissions, preparing outgoing correspondence, and submitting reports and other documents for internal clearance as needed.
Serve as the DBFDM Administrative Coordinator, as the primary contact with the Bureau of Human Resources (BHR) on staffing issues.
Manage and track all steps in the recruitment process, from the initiation of a request to fill a vacant position to the onboarding of new staff. Tasks include sending job postings to BHR, requesting canvas lists from BHR, reaching out to candidates, scheduling interviews, managing canvas lists, entering information into the Recommended Appointment System (REAPS) and the Human Resource Information System (HRIS), drafting and sending correspondence to selected and non-selected candidates, and ensuring that new staff have everything needed.
Manage various personnel issues including ensuring that supervisors complete all necessary probationary reports and evaluations and submitting completed reports to BHR and overseeing the approval and processing of various BHR forms (i.e. leave without pay, FMLA, compressed work week, voluntary reduction in work schedule, telecommuting applications, etc.)
Serve as the DBFDM Training Coordinator, which involves disseminating training information to staff and addressing any questions, registering staff for trainings in the Statewide Learning Management System (SLMS), resolving any SLMS registration issues, and following up with staff to ensure completion of all mandated trainings.
Serve as the DBFDM Service Requestor, which involves submitting, tracking, and following up on tickets for certain IT requests, managing the IT provisioning process for new staff and the de-provisioning process for staff that are leaving, and attending any scheduled meet…
Title: Administrative Assistant 2
Company: Temporary and Disability Assistance, Office of
Location: Albany, NY
Category:
