Applicants MUST submit a cover letter with resume to be considered. This position will require in-office presence. Hybrid work schedules may be possible based on specific job duties and consistent with ESD policy.Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.BASIC FUNCTION: The Administrative Assistant will provide support for the WNY Project Management staff; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back - up receptionist role, as needed.
WORK PERFORMED: - Maintaining filing system; set up meetings and make appointments; answer telephone; copying/scanning/printing; open mail and respond to general needs of the Corporation as requested.
- Arrange/Schedule meetings and travel as necessary; organize and submit expense reports.
- Answer telephones in a professional and courteous manner, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
- Conduct the saving of electronic files and email in appropriate project folders to assist with maintaining organized electronic files.
- Draft basic documentation from Corporation templates, use mail merge system for disbursement of information.
- Create and maintain multiple project tracking Excel spreadsheets.
- Conduct scanning including disassembling documentation, copying/scanning all materials, and resemble back to original format for filing of original materials.
- Check invoices for accuracy and valid signatures prior to department head's approvals, as assigned.
- Process incoming fee checks.
- Assist other support staff in the department or elsewhere in the Corporation, as required.
MINIMUM REQUIREMENTS:Education Level Required: High School diploma or equivalent. Associated degree preferred.
Relevant Experience required: 1 to 3 years of office experience.
Knowledge Required: Basic knowledge of MS Office, Excel plus Power Point preferred but will train the right candidate. Excellent communication skills - both written and verbal; Excellent follow up skills; Excellent organizational skills, ability to multi-task. Able to handle correspondence when directed.
ALTERNATE MINIMUM REQUIREMENTS FOR INTERNAL CANDIDATES: A minimum of 5 years of satisfactory service in another (relevant) position with Empire State Development. Up to 2 years of accredited post-secondary education, or service in the U.S. military may be substituted for service at ESD.