Administrative Assistant

NYS Office of Children and Family Services; Town of Mount Pleasant (NY); On-site; USD 42,000 - 60,000; Full time

Job summary

The NYS Office of Children and Family Services in Valhalla, NY is seeking an Administrative Assistant to provide confidential support to the Commissioner and executive staff. The role requires meticulous calendar management, travel planning, and preparation of meeting materials.

Position includes 30% travel. The assistant will coordinate meetings, prepare drafts, handle correspondence, and maintain filing systems across the Westchester office and central operations.

Qualifications

• High school diploma or equivalent and three years of administrative support experience.
• Requires a valid NYS driver's license and the ability to operate a vehicle in New York.

Responsibilities

• Schedule and manage electronic calendars, coordinate meetings, travel arrangements, and maintain executive staff itineraries.
• Prepare and process travel vouchers, reconcile travel card statements and process reimbursement of expenses incurred.
• Arrange video conferences, conference calls and coordinate meetings. Prepare agendas, correspondence and background materials for review prior to the meeting.
• Support the Commissioner's Westchester Regional Office operations, maintaining confidentiality and consistent processes across both locations.
• Compile reports using data and standard templates. Prepare confidential and sensitive summary information to support agency operations.
• Coordinate with the Governor's Office on scheduling, communications, and policy and agency initiatives.
• Respond to the public, and other agency executives regarding questions, issues, complaints, etc.
• Manage incoming correspondence and responses; review for grammar and formatting and make revisions.
• Manage general office tasks such as ordering supplies, maintaining files, records and equipment.
• Utilize Microsoft Office and web conferencing platforms for day-to-day tasks.
• Create and maintain filing systems to track office work and projects.
• Review incoming mail and maintain mail logs; advise on actions and assignments.

Skills

Public speaking

Verbal communication

Written communication

Customer service

Microsoft Office

Spanish language proficiency

Education

High school diploma

Job description

Duties Description

Reporting to the Executive Assistant to the Commissioner, the Administrative Assistant will provide confidential administrative support to the Commissioner and executive staff in the Valhalla office.

Reporting to the Executive Assistant to the Commissioner, the Administrative Assistant will provide confidential administrative support to the Commissioner and executive staff in the Valhalla office.

Duties Include

• Schedule and manage electronic calendars, coordinate meetings, travel arrangements, and maintain executive staff itineraries.
• Prepare and process travel vouchers, reconcile travel card statements and process reimbursement of expenses incurred.
• Arrange video conferences, conference calls and coordinate meetings. Prepare agendas, correspondence and background materials for review prior to the meeting.
• Serve as an Executive Office point of contact and assist the Executive Assistant in supporting the Commissioner's Westchester Regional Office operations, maintaining confidentiality and consistent processes across both locations.
• Compile reports at the request of the Commissioner, utilizing available data and standard templates. Prepare confidential and sensitive summary information to support agency operations.
• Work with the Governor's Office in scheduling, communicating, and policy and agency initiatives.
• Respond to the public, and other agency's executive management regarding questions, issues, complaints etc.
• Manage incoming correspondence and responses in an efficient and timely manner. Review work for proper grammar and formatting and make recommended revisions.
• Manage general office tasks such as ordering supplies, maintaining files, records and equipment.
• Utilizes Microsoft Office (i.e., Word, Outlook, Excel, PowerPoint) and web conferencing platforms (i.e., Webex, Teams, Zoom) for day-to-day assignments.
• Create and maintain the Commissioner's paper and electronic filing systems using various technology applications to track office work and projects.
• Review and coordinate incoming mail to the Westchester Commissioner's office. Maintain the electronic mail log and identify and advise necessary action and assignments to the Commissioner.
• Maintain office printers, copiers, schedule repair services when needed and ensure there are adequate supplies.
• Responsible for traveling and staffing the Commissioner for external events and meetings throughout NYS
• Coordinate transportation arrangements to ensure timely arrival at meetings and events.
• Responsible for maintaining organizational charts, functional telephone lists and functional descriptions.
• Maintain agency list of mandated reports and follow-up. Assist in managing the Executive Share Point site for the Executive Office.
• Review vehicle usage reports and other documents that come in for signature from divisions under the Commissioner's Office.
• Assist with special projects and reports as needed.
• Perform all other duties as assigned.

Minimum Qualifications

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.

Requires possession of a valid motor vehicle operator's license and the ability to operate a motor vehicle legally in New York State.

Proven ability to communicate with diverse audiences through public speaking, forums, presentations, listening sessions, and other outreach events.

Excellent writing and verbal communication skills, with demonstrated proficiency in Microsoft Office Suite and various social media platforms.

Spanish language proficiency preferred.

• Substitution: Certification (such as the International Association of Administrative Professionals' Certified Administrative Professional), diploma, or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

Additional Comments

Position includes 30% Travel

Background Investigation Requirements

• All prospective employees will be investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee's employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information, and may be required to pay any necessary fees.
• All prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees will be required to pay any necessary fees.
• For Division of Juvenile Justice and Opportunities for Youth (DJJOY) prospective appointees will be checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS's mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned, and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.