Job Details
The Administrative Assistant position requires excellent communication and interpersonal skills and ability to provide information and service to a wide range of internal and external contacts. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Preferred candidates should have 5+ years related experience with proven office administration and customer service skills, solid working knowledge of office processes, and experience with related computer software and electronic communications tools. Candidates should have proven interpersonal skills with experience providing complex administrative support in a high-profile environment with tact and diplomacy, ability to work across teams and with a variety of projects and constituencies, strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail, and demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Proficiency in Microsoft Office (Outlook, Word, Excel, Visio, and PowerPoint), Adobe Acrobat, and Social Media web platforms is also preferred.
Duties Description Administrative Assistant to Assistant Chief and Support to Investigators- Duties will include, but not limited to the following:
Includes daily requirements as well as special projects for assistant chief
Provide support to investigators in the form of assisting with IT issues/troubleshooting/putting in ticket if unable to resolve
Assisting with SFS reports
Scanning and photocopying of case files and uploading to VPCR as well as duplication of CDs, videos, files from/to discs or flash drives to be sent to outside sources
Preparation of suspect letters and effecting SCR checks
Organization and filing of archives
Maintenance of 3 Xerox machines
Review and respond to email and general correspondence with regards to all office-related matters
Setting up of interviews for prospective Region 4 candidates, and serving as liaison between assistant chief and such candidates
Weekly preparation of Region 4 Weekly Active Case Report and related report to Region 4 supervisory staff
Cardiac Life (AED) coordinator
Posting of announcements and Human Resources information on bulletin board in breakroom
Assisting with new employee onboarding requirements
Assisting Supervising Assistant Special Prosecutor with special tasks during absence of an assistant
Assisting administrative hearing judges with general office needs
Meet/greet visitors to the office
Answer main telephone line and assist in directing calls/taking messages
Accept and distribute mail and package deliveries; post and mail office mail and take UPS packages to drop box; maintenance of Stamps.com account including ordering of postage supplies and printing of stamps
Reserve conference rooms: organize details such as set up, required materials or equipment; organization of special events
Maintain inventory and order supplies for office, with attention to any special requests; accept deliveries and restock shelves/distribute supplies; scanning/emailing invoices/packing slips to Delmar staff
Liaison between our office and building management company for day-to-day needs, for instance: heat/air conditioning, bathroom/plumbing/supply, exterminator, appliance repair, cleaning service, floor stripping/waxing, parking issues, etc
Manage all aspects of fleet maintenance such as oil changes, inspections, repair, washer fluid, car washes.
Additional Comments Established in 2013 by the Protection with Special Needs Act; The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction across six State Oversight Agencies.
The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is an equal opportunity/affirmative action employer. NYS Human Rights Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, gender identity or expression, military status, sex, disability, predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence.
REASONABLE ACCOMMODATION: The New York State Justice Center for the Protection of People with Special Needs (Justice Center) provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Human Resources via email at ...@justicecenter.ny.gov
NOTE ON FINGERPRINTING: Please be advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.
This position is eligible for downstate location pay of $3,400.
Some positions may require additional credentials or a background check to verify your identity.
Name Human Resources / JM
Telephone
Fax 518-###-####
Email Address ...@justicecenter.ny.gov
Address
Street 161 Delaware Ave
City Delmar
State NY
Zip Code 12054
Notes on Applying Please submit cover letter along with a clear and concise resume detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Vacancy ID number for which you are applying.