Confidential Aide (Executive Assistant)

Apply Here: https://statejobs.ny.gov/public/vacancyDetailsView.cfm?id=156700

Job Description:

Reporting to the Executive Deputy Commissioner, the Executive Assistant will be responsible for administrative support activities for members of the Department’s Deputy Commissioners on the executive team. The position requires tact, confidentiality, and a good knowledge of Department operations to properly carry out the various tasks in the Executive suite, which include but are not limited the following:
• Opening, reviewing and distributing incoming correspondence by date stamping in mail, reviewing the mail to determine the importance and relevance to DCS of the correspondence and necessity for response, whether background information needs to be researched and attached, whether referral to another staff member, program area, or other state agency is required, and if deadlines need to be set and information placed in a tickler file.
• Drafting or reviewing outgoing correspondence in response to program, policy and procedural inquiries not requiring a technical answer; and ensuring that responses are timely, correct, and all necessary documentation is attached.
• Answering telephones, responding to questions concerning non-technical issues, or referring calls to the appropriate staff member or program area where intricate answers are required.
• Assist in developing office procedures for document management and maintaining files to allow easy access to information.
• Preparing letters, memoranda, transmittals, reports and other necessary information using the applicable office equipment and software.
• Preparing and disseminating executed documents to all required parties upon receiving authorization to do so in a timely fashion.
• Maintaining appointment schedules by planning and scheduling meetings, conferences and travel; and preparing background materials, handouts and instructions as may be necessary for attendees.
• Securing all necessary documentation to prepare expense reports for members of the Department’s Deputy Commissioners on the executive team, and submitting them in a timely fashion.
• Sustaining a cordial relationship with both in-house staff and outside parties requiring assistance or information from the Executive Office.
• Work as a team with fellow Executive Assistant to coordinate the physical needs of the Executive Office, which includes in person meeting support, managing the use of the conference rooms located in the Executive Office, maintaining office equipment & office supplies, and Executive Office visitor coordination.
• Provide backup support to fellow Executive Assistant as needed.