The Center for Recruitment & Public Service at the NYS Office of General Services is seeking applicants for an exempt class Administrative Assistant position. The incumbent will support the appointments process for applicants to jobs as well as for candidates to board and commission positions. The Administrative Assistant will work as part of the Appointments team to perform the following duties, including but not limited to:
Duties and Responsibilities
Provide administrative support to the Center to ensure efficient office operations, work closely with other administrative staff, and support colleagues as needed
Work with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations
Digital management, maintenance, and filing
Answer phone calls and direct callers to appropriate personnel and sign for incoming packages and deliveries
Track the status of background check files, including required follow-up and deadlines
Follow up directly with candidates about issues or questions that have been raised by Appointments Counsel
Process and review hiring requests from various agencies and authorities, including contacting agency HR offices to answer questions or resolve issues on those requests
Enter hiring request information into a master database and track those hiring requests to meet deadlines
Prepare general correspondence, confidential files, and related documents
Review and prepare documents for Appointments Counsel review
Ensure that deadlines are met and adapt to changing priorities
Other duties as assigned
Required skills include
Excellent verbal and written communication skills and superior organizational skills
Ability to work effectively in a small team setting and meet tight deadlines
Familiarity with standard office platforms, such as Microsoft Office
Data management and entry skills, including the ability to maintain and improve filing systems
Accurate record keeping and attention to detail
Time management, multitasking, and flexibility
Minimum Qualifications
Three years of relevant experience required. Experience in a government setting, especially handling confidential information, is strongly preferred.
*Be sure to include a cover letter with your application. It can be added to your resume submission.*