Administrative Support Specialist, Employee Relations

New York State Parks, Recreation & Historic Preservation; City of Albany (NY); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Paid time off

Dental and vision coverage

Job summary

New York State Parks, Recreation & Historic Preservation is seeking an office assistant to support the Employee Relations Bureau (ERB) in Albany. You will perform clerical tasks, manage ERB ITS tickets, coordinate travel, and handle case tracking and filing.

This role requires strong organizational skills, proficiency with Microsoft 365 apps, and the ability to communicate with diverse stakeholders. The position is long-term, temporary and may be seasonal depending on funding.

Qualifications

• There are no minimum qualifications per Civil Service.
• Proficiency with Microsoft 365 apps and ability to learn new software quickly.
• Strong organizational and communication skills, with attention to detail.

Responsibilities

• Perform clerical tasks as assigned to support the Employee Relations Bureau (ERB).
• Open, manage, and see through ERB ITS tickets in a timely manner.
• Coordinate ERB travel, book per diem accommodations, reserve vehicles, and process proxy forms.
• Case Tracking and Filing – Grievance, Discipline, EHS, Counseling, Probation Terminations, Seasonal Terms, IG Investigations.
• Track, file, and follow up on case documentation including grievances, notices of interrogation, discipline, settlement agreements, arbitration hearings, counseling memos, terminations, emails and evidence.
• Draft notices and other documentation as appropriate.
• Update tracking system to reflect opening, developing, and closing cases.
• Assist CDL program management, maintain employee data in shared sheets, liaise with drug testing vendors and regional staff.
• Perform routine processing such as scanning, copying, and checking forms for completeness and accuracy.
• Respond to inquiries regarding ERB activities and refer inquiries to Labor Relations staff as needed.
• Manage the ERB main phone line and be the first point of contact for inquiries.
• Review and approve Employee Organizational Leave (EOL) for elected union representatives.
• Generate and distribute Section 208 reports to unions bi-weekly.
• Track and order ERB supplies as necessary.
• Prepare data from files for reports, publications, records, or communications.
• Review forms and applications and make appropriate determinations.
• Open and distribute mail daily.
• Manage the ERB shared mailbox.
• Perform other duties as assigned.

Skills

Multitasking

Communication

Independent work

Time management

Problem solving

Tools

Microsoft Excel

Microsoft Word

Microsoft Teams

SharePoint

WebEx

Access

Job description

New York State Parks, Recreation & Historic Preservation is seeking an office assistant to support the Employee Relations Bureau (ERB) in Albany. You will perform clerical tasks, manage ERB ITS tickets, coordinate travel, and handle case tracking and filing.

This role requires strong organizational skills, proficiency with Microsoft 365 apps, and the ability to communicate with diverse stakeholders. The position is long-term, temporary and may be seasonal depending on funding.