Overview
Administrative Specialist 1 / Trainee 1 /Trainee 2 Jobs in Albany, NY at Civil Service, Department of
Administrative Assistant
JOB DESCRIPTION
DH Wine Compliance is a full-service compliance firm in Santa Rosa, CA specializing in licensing, reporting, and consulting. We currently provide services to over 400 clients. DH Wine Compliance has three main objectives: True customer service, top-notch compliance expertise, and a work environment that honors and appreciates its employees. We are regarded as one of the best compliance companies in the US. In addition, DH Wine Compliance was awarded the North Bay Business Journal’s Best Places to Work in the 15-50 employee category multiple times.
Summary
Working under the supervision of the department lead, an Administrative Assistant will aid in the preparation, maintenance, submission, and organization of monthly, quarterly, semi-annual, and annual reporting for clients holding out of state licenses. This role works closely with Specialists.
This is an administrative role with mailing, printing, recordkeeping, sorting, archiving, scanning, filing and other office-related tasks.
This role’s primary responsibility is to support the department. This position requires confidentiality in all aspects of client and agency information. As there will be exposure to clients, this position should project a professional company image through all interactions.
Secondary responsibilities to include support to the company with general office duties.
This position is responsible for ensuring they are accurately billing clients for work performed prior to monthly submission to accounting.
Essential Duties & Responsibilities
Duties may include but are not limited to the following
Billable responsibilities
Processing and submission of paper reports via mail.
Assists with the completion, submission and follow-through of various forms and reports.
Create, review, audit, and modify documents using word processing, spreadsheet, database and/or other presentation software such as power point, Adobe Acrobat, or other programs.
Communication and interaction with state agencies while projecting a professional image.
Prepares responses, communicates, and interacts with visitors at the direction of Specialist and above.
Administrative responsibilities
Accurately track, record, and reconcile billable time within the company’s billing system.
Perform general duties to include but not limited to photocopying, scanning and filing.
Inbound and Outbound preparation and delivery of carrier packages (USPS, Fedex, UPS)
General office duties include but not limited to breakroom stocking, errands, supply ordering and inventory management.
Participates in company meetings, presentations, to include covering departmental updates.
Proactively communicate deadlines and ongoing prioritization of workload.
Timely and comprehensive communication throughout all levels of the business.
Knowledge of principles and practices of organization, planning, records management, and general administration.
Other duties as assigned.
Additional Duties & Responsibilities
Take direction from and assists department members.
Supports company and department(s) with special projects.
Supervisory Responsibilities
None
Required Education and/or Experience
2+ years’ experience in a professional administrative position in a service-based business.
Knowledge of wine industry is helpful but not required.
Ability to work independently or as part of a team.
Experience working with cross functional teams.
Experience working with a range of experience levels, capabilities and working styles.
Strong relationship building skills with the ability to listen, evaluate, advise, and influence.
Required Knowledge, Skills & Abilities
Software experience with Microsoft Office 365, Outlook, Word, Excel, Adobe Acrobat
NetSuite and Smartsheet knowledge is a plus
Superior attention to detail with ability to proofread and identify minute discrepancies or errors
Exceptional listening, verbal and written communication skills
Skilled in problem-solving skills
Excellent interpersonal skills
Outstanding time management skills
Proactively looks for ways to optimize
Ability to follow verbal and written instructions
Self-reflective and personally accountable
Knowledge of principles and practices of organization, planning, records management, and general administration
Ability to operate standard office equipment, including but not limited to computers, phone systems, copiers, printers, scanners
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle or feel. The employee frequently is required to sit. The employee is occasionally required to stand, walk, climb, stoop, kneel, talk or hear, and taste or smell. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision distance vision, color vision, peripheral vision, depth perception and the ability to focus for long periods of time.
Work Environment
This position is a professional office environment and will require all tasks be completed at the office.
Occasional travel by car; must have a valid driver’s license and provide own transportation.
Occasional extended hours may be requested during peak season.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Job Type: Full-time
Pay: $25.00 – $28.00 per hour
Expected hours: 40 per week
Benefits:
401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Health savings account
Life insurance
Paid time off
Vision insurance
Schedule:
8 hour shift
Day shift
Monday to Friday
Work Location: In person
Title: Administrative Specialist 1 / Trainee 1 /Trainee 2
Company: Civil Service, Department of
Location: Albany, NY
