Administrative Assistant

DASNY - Dormitory Authority of the State of New York; City of Albany (NY); On-site; USD 48,000 - 65,000; Full time

Job summary

Join a forward-thinking organization as an Administrative Assistant in Information Services, where you will play a crucial role in supporting the unit manager and enhancing operational efficiency. This position involves a variety of administrative tasks, including project monitoring, data management, and correspondence preparation. You will utilize your excellent communication and organizational skills to ensure smooth workflow and assist in the coordination of meetings and reports. This role offers a dynamic work environment with opportunities for professional development and a comprehensive benefits package, making it an exciting opportunity for those looking to make a meaningful impact in a public service organization.

Benefits

Choice of several health insurance plans

Dental & vision insurance

Membership in the NYS Retirement System

Deferred Compensation Investment Plan

13 vacation days per year

13 sick days per year

5 days of personal leave per year

12 paid holidays per year (plus one float day)

Tuition reimbursement

Training & development opportunities

Qualifications

• Bachelor’s degree or equivalent experience required.
• Strong proficiency in PC applications essential for the role.

Responsibilities

• Assist unit manager in coordinating activities and prioritizing tasks.
• Prepare reports and analyze data from various sources.
• Coordinate meetings, schedules, and travel arrangements.

Skills

Excellent oral and written communication skills

Excellent organizational skills

Strong interpersonal skills

Ability to work independently

Proficiency in PC applications (Outlook, Excel, Access, Word, PowerPoint)

Education

Bachelor’s degree

Associate’s degree plus one year of relevant experience

High School diploma or equivalent plus two years of relevant experience

Tools

Microsoft Outlook

Microsoft Excel

Microsoft Access

Microsoft Word

Microsoft PowerPoint

Job description

Position Title: Administrative Assistant (Information Services)

Location: Albany, NY

Grade/Classification: 2 (D1) – Para & Entry Level Professional I

Salary Range: $48,582 - $64,724

Bargaining Unit: CSEA

FLSA Status: Non-Exempt

Last Revised: September 29, 2022

Primary Purpose

Under general supervision, using a variety of PC applications, the Administrative Assistant provides a wide range of administrative functions and assists the unit manager in coordinating the activities of the unit. The Administrative Assistant is characterized by the use of independent judgment, discretion and decision making in performing administrative assignments of moderate complexity.

Essential Functions

• Monitor projects/workload of Manager and other unit staff and assist them in prioritizing and meeting deadlines.
• Research information, prepare moderately difficult analysis and present findings.
• Perform and/or oversee the recording and reconciliation of data from various sources to various internal and external systems/applications, including data transfer between systems.
• Compile and coordinate the submission of data for reports.
• Perform moderately difficult calculations.
• Develop, prepare, review, process and analyze documentation, forms, data and other records; ensure consistency and accuracy.
• Develop, prepare and maintain reports, spreadsheets, databases, logs and charts of moderate complexity requiring use of intermediate and advanced computer application skills.
• Assist with insurance policy and contract renewals, procurements, and MWBE reporting.
• Coordinate meetings, site tours, schedules and travel arrangements. Assist in the coordination of seminars and conferences.
• Prepare and/or review correspondence in accordance with established procedures.
• Research and prepare responses to internal and external inquiries and/or requests for information, prepare correspondence and respond directly to inquiries.
• Draft correspondence to executive management, staff, employees, clients, contractors, vendors, insurance agents/brokers, insurance carriers, outside counsel and others.
• Interact and/or correspond directly with DASNY staff, clients, contractors, insurance agents/brokers, insurance carriers, counsel and other external entities.
• Manage and prioritize clerical workload, assign and monitor completion of work.
• Review and/or approve documents, reports and other assignments performed by clerical staff.
• Attend meetings and prepare minutes.
• Coordinate follow-up on issues identified in meetings.
• Coordinate communication within the unit, with other departments and with outside organizations.
• Confer and/or correspond with internal and external parties to assure proper completion of forms, documents and other materials in accordance with applicable requirements; identify and describe potential problems or delays encountered and relay relevant information to unit manager/supervisor.
• Conduct bid openings and/or maintain related files and information.
• Collect, sort, screen and distribute mail, cash receipts, and other documents.
• Maintain and organize libraries, hard copy and/or system storage files.
• Recommend and develop improvements to unit processes, documents and forms.
• Assist in monitoring the unit budget, prepare payment documentation and purchase order requisitions.
• Assist in the development, testing and implementation of computerized systems applications.
• Prepare presentations using PowerPoint or other desktop presentation software.
• Utilize graphic editing, publishing, and other types of software as necessary.

Other Duties and Responsibilities

• Provide support to other staff as needed.
• May train and evaluate employees.
• Assist with the documentation and implementation of procedures.
• Assist with internal controls implementation, review and testing.
• Assist other units during peak workload periods or for long-term assignments as needed.
• Undertake special assignments as directed.
• Maintain regular, consistent attendance and punctuality in accordance with DASNY policy.
• Must adhere to the NYS Information Security Policy Standards established and issued by the Office of Cyber Security and Critical Infrastructure Coordination.

Supervision

Supervision of employees may be required.

Physical/Mental/Visual Demands

Occasional travel may be required using public transportation, DASNY vehicle, rental vehicle or personal vehicle. This travel may include overnight stays at public accommodations and related establishments. If position is located at a field site, may require exposure to the work-safety hazards of a construction site. Overtime or extended work hours may be required.

Work Environment

Standard office environment, including the use of one or more of the following: PC, telephone, fax machine, printer, copier, scanner, electronic stapler/hole punch/date stamp, shredder.

Minimum Qualifications

Bachelor’s degree or Associate’s degree plus one year of relevant experience or a High School diploma or equivalent plus one year of DASNY relevant experience or High School diploma or equivalent plus two years of relevant experience.

Preferred Qualifications

Bachelor’s degree in Business or Public Administration plus one year relevant experience in a similar sized public organization.

Essential Skills

• Excellent oral and written communications skills.
• Excellent organizational skills and ability to prioritize.
• Strong interpersonal skills.
• Demonstrated ability to work independently.
• Proficiency in PC applications such as Outlook, Excel, Access, Word and PowerPoint.

Benefits information:

DASNY provides financing and construction services to public and private universities, not-for-profit healthcare facilities, and other institutions which serve the public good.

We offer a comprehensive benefits plan, which includes:

• Choice of several health insurance plans
• Dental & vision insurance
• Membership in the NYS Retirement System
• Deferred Compensation Investment Plan
• 13 vacation days per year
• 13 sick days per year
• 5 days of personal leave per year
• 12 paid holidays per year (plus one float day)
• Tuition reimbursement
• Training & development opportunities

We offer additional benefits, which include:

• Telecommuting Work Plan - Employees are required to apply and obtain approval through management to telecommute according to DASNY’s Telecommuting Program Guidelines.
• Limited Work from Home (LWFH) – additional telecommute days according to DASNY’s Telecommuting Program Guidelines.
• DASNY is a government employer for purposes of the Public Services Loan Forgiveness Program (PSLF Program).