Administrative Assistant

NY HELP No

Agency Board of Elections

Title Administrative Assistant (mailroom/supply/administrative) - PCFB

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade NS

Bargaining Unit M/C - Managerial/Confidential (Unrepresented)

Salary Range From $40000 to $50000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Exempt Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 40 N. Pearl Street, 7th Floor

City Albany

State NY

Zip Code 12207

Duties Description Illustrative Duties and Responsibilities:
• Answer telephones, provide information to callers, take messages, and transfer calls.
• Greet visitors and callers, handle inquiries, and direct visitors or callers to appropriate individuals.
• Process all incoming and outgoing mail for the Public Campaign Finance Board (PCFB) every day, including overnight and express mail.
• Operate agency mail equipment and ensure that machines are properly maintained; monitor postage to ensure adequate postage is available for all agency mailings.
• Operate other office equipment such as printers, scanners, and copiers; and arrange for equipment repairs.
• Routinely perform any miscellaneous agency tasks and responsibilities, including: processing of all incoming and outgoing postal and express mail; distribution of supplies; delivery and pickup of agency payroll documents; delivery and pickup of agency print orders; preparation and shipping of agency mailings; loading and transport of agency documents, supplies, furniture, and office equipment to and from storage area; run miscellaneous errands to other state agencies; work with Administrative Officer to organize and rearrange storage area; review and discard obsolete materials; set up and break down booth at State Fair; assist in setting up and breaking down annual SBOE conference.
• Become familiar with the agency's storage area and operations and have the ability to operate storage area equipment such as pallet jacks, freight elevators and agency transport vehicles; become knowledgeable of inventory procedures and familiar with a variety of supply catalogues, manuals, and vendors; resolve discrepancies between agency staff, vendors, shippers and other parties regarding ordering, receipt, delivery, or shipping of materials timely and effectively.
• Set up and manage paper and electronic filing systems; and use various information technology applications such as email, database, and word processing applications.
• Maintain schedule and event calendars; coordinate conferences, meetings, and events; and make travel arrangements for staff.
• Complete forms in accordance with agency procedures.
• Locate and attach files to correspondence requiring replies.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Review work done by others for proper grammar and formatting, and make and recommend revisions.
• Search for information using sources such as the internet.

Minimum Qualifications Two (2) years of progressively responsible office experience or general business or other related Experience. College or business school studies/training may be substituted in whole/part.

Additional Comments What we offer:
• Extensive benefits package including paid leave, excellent health, dental, vision and retirement benefits.

Some positions may require additional credentials or a background check to verify your identity.

Name Ann O'Bryan

Telephone

Fax

Email Address

Address

Street 40 N. Pearl Street, 7th Floor

City Albany

State NY

Zip Code 12207

Notes on Applying To apply, please send resume and cover letter including the Vacancy ID no later than April 11, 2025. New York State is an Equal Opportunity Employer (EOE).