Office Manager, NYSPSP

Job Description

Essential Job Functions

• Service as the key point of contact between executive, internal, and external customers; greeting and direct visitors onsite
• Review and secure insurance documents and ensure proper formatting and structure of all official documents
• Maintain monthly office staff schedule
• Manage calendars daily, scheduling meetings, coordinating travel, scheduling office events, office inventory, assisting the Board secretary as needed with quarterly board meeting logistics and related activities
• Manage building operations and coordinate as needed with the building management and parking management companies
• Serve as Notary for the office
• Event planning and management of various events throughout the year including but not limited to Albany Advocacy Days, The Employee of the Year and Customer of the Year programs, staff summer outing, and staff holiday party
• Compose various confidential communications
• Respond timely to requests, complaints, and questions from both internal and external customers, representing NYSPSP by phone and written communication
• Manage inventory, order, receipt, and distribution of office supplies and materials
• Submit approved expenses weekly to NIB for payment, including office expenses and executive and leadership expense reports
• Establish and maintain a variety of office files
• Submit and track IT tickets on behalf of the office, coordinate onsite resolution with NIB IT or vendor as necessary
• Create and maintain a Standard Operating Procedure (SOP) desk manual for the Executive Assistant role to be updated at least quarterly

Supervisory/Management Responsibilities

This position does not include supervisory responsibilities.

Travel

This position does not include anticipated travel responsibilities.

Experience

• Two (2) to four (4) years of experience in an office manager or executive assistant role is required

Education, Certifications, and Licensure

• Undergraduate degree in Business Administration or a related field from an accredited college or university, or equivalent work experience
• An equivalent combination of education and/or experience is also acceptable
• NYS Notary Public commission is preferred upon hire; required to obtain a valid commission within six (6) months of hire

Minimum Technical Skills and Experience

• Proficiency in Microsoft Office, including Outlook, Word and Excel
• Experience using Zoom, Microsoft Teams, and/or other online meeting platforms
• Experience creating and managing paperless processes and working in a paperless office environment
• Ability to learn new or updated software

Ideal Soft Skills

• Constant concentration to ensure accuracy within tasks
• Excellent verbal and written communication both internally and externally
• Ability to multi-task and manage multiple projects at once to ensure deadlines are met
• Ability to maintain confidentiality and handle sensitive information