Administrative Assistant 1 (NY HELPS)

Duties Description The Administrative Assistant position will perform paraprofessional duties and provide program and technical assistance for the Diversity, Equity, Inclusion, and Accessibility (DEIA) office. The program aide will oversee all administrative tasks related to the DEIA office for one or more persons within the office with a special support concentration for the Chief Diversity Officer (CDO). The Administrative Assistant preferably is comfortable navigating technology, has a passion for helping children, youth and families reach their potential; and has a strong desire to increase their professional skills. Administrative support Duties may include but are not limited to: • Manage itineraries for office. • Manage the CDO calendar. • Create, update and maintain agendas for team meetings and other meetings as requested. • Prepare meeting information for the CDO as needed. • Manage and track work assignment deadlines for the office. • Scheduling meetings as requested. • Request and submit pool car requests as needed for ODEIA. • Learn the web requests processes, can submit forms completely and timely as requested. • Respond to all emails in a timely manner and confirm to the sender of all emails you have received the message as a professional courtesy. • Maintain DEIA shared mailbox. Provide weekly updates of correspondence as needed. Keep important emails and inquiries. • Greet visitors to the office and assist with questions they have. • Answer incoming calls, record messages and/or route to the appropriate staff. • Provide additional Administrative Support as needed. Financial Management Duties may include but are not limited to: • Assist with travel authorizations for ODEIA as requested. • Complete purchasing for ODEIA and SFS processing in a timely manner. • Create and maintain processes of financial transitions. • Submit office supplies requests. Monitor and track progress of requested items and ensure delivery/receipt of purchase orders. • Provide additional Financial Management support as needed. Record Keeping Duties may include but are not limited to: • Create and maintain filing system for shared mailbox. • Maintain SharePoint DEIA site. Organize and categorize for all files and folders within system. • Create and maintain record of financial purchases per agency policy. • Manage and update team on contracts including but not limited to start and end dates, approvals and contacts for all people and outside companies involved. • Create and maintain tracking of office tasks (by month and year) for annual reporting. • Create and maintain tracking of communications for events. • Provide additional Record Keeping support as needed. Technical Event Assistance & Other Tasks Duties may include but are not limited to: • Provide technical support during all events whether in person or hybrid. • Manage communications for event set up and tear down as well as communications with ITS, OMS and BSSI units. • Provide event proposal prep. by filling in basic information on each event proposal. • Event follow up with PIO to do reminders for ODEIA events. • Coordinates all office management issues, which may include: purchasing supplies, office and/or equipment repairs, telephone coverage, computer and telecommunication issues. Minimum Qualifications Non-Competitive: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Additional Comments Background Investigation Requirements: 1) 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. 2) 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. 3) 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. Some positions may require additional credentials or a background check to verify your identity. Name New York State Office of Children and Family Services Telephone View phone number on click.appcast.io Fax View phone number on click.appcast.io Email Address View email address on click.appcast.io Address Street Bureau of Personnel - MAA 52 Washington Street, 231 North City Rensselaer State NY Zip Code 12144 Notes on Applying Qualified candidates should e-mail their resume and letter of interest to View email address on click.appcast.io You MUST include the Vacancy number of the position in the subject line of your email and/or cover letter to ensure receipt of your application. In order to qualify you for the position when you have current or prior New York State employment, you may be contacted by OCFS Personnel for your social security number to confirm your employment history.