Administrative Assistant

About the role

The Administrative Assistant will provide administrative support to the Commissioner and executive staff in the Valhalla office, including assisting with operations in the Westchester Regional Office.

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 meetings.
• Serve as an Executive Office point of contact and assist in maintaining consistent processes across both office 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 support for policy and agency initiatives.
• Respond to the public and other agency executive management regarding questions, issues, and complaints.
• 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.
• Utilize Microsoft Office (Word, Outlook, Excel, PowerPoint) and web conferencing platforms (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, identify, and advise necessary action assignments to the Commissioner.
• Maintain office printers, copiers, schedule repair services when needed, and ensure adequate supplies.
• Responsible for staffing the Commissioner for external events and meetings, coordinating transportation needs for timely arrival.
• Maintain agency organizational charts, functional telephone lists, and functional descriptions.
• Maintain agency list of mandated reports and follow-up.
• Assist in managing the Executive SharePoint 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.

Minimum Qualifications

• High school diploma or high school equivalency diploma.
• Three years of experience in administrative support, including use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.
• Valid motor vehicle operator’s license and the ability to operate a motor vehicle legally in New York State.

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.