Administrative Assistant Vacancy ID# 168520

About the position The Administrative Assistant position in the Office of the Secretary of State provides executive-level administrative support and staff assistance to facilitate the operations of the Department of State in Albany, New York. The role involves managing various administrative tasks, including handling Freedom of Information Law (FOIL) requests, coordinating Governor's correspondence, and overseeing appointments for boards and commissions. The position requires strong organizational skills and proficiency in office software to ensure efficient office management and support for executive staff. Responsibilities • Manage and coordinate FOIL requests and maintain the Department's Open FOIL database. , • Assist with the organization and distribution of Governor's/Executive Correspondence. , • Coordinate and track appointments for DOS Boards and Commissions. , • Provide clerical, telephone, and administrative support coverage. , • Maintain office stock inventory and requisition supplies. , • Assist with the management of Executive Office equipment and space needs. , • Ensure proper operation of telecommunication and video equipment. , • Serve as the Records Management liaison for the Executive Office. , • Oversee completion of transfer lists and coordinate shipping to the State's Records Center. , • Assist with onboarding and offboarding of Executive Staff. , • Open, review, sort, and distribute mail according to staff assignments. , • Answer telephone inquiries and respond to questions regarding policies and procedures. , • Schedule meetings and maintain calendars for executive staff. , • Make travel arrangements and prepare travel vouchers for Executive Staff. , • Undertake special projects and assignments as requested by the Secretary of State. Requirements • High School diploma or equivalency diploma. , • Three years of experience in administrative support, including office software use, customer service, and business writing. , • Certification or associate's degree in relevant fields can substitute for two years of experience. Nice-to-haves • Office management or administrative support experience within the C-Suite or government agency. , • Proficiency with MS Word, Excel, Outlook, and Adobe Pro. , • Experience with Granicus software platforms. , • Proficiency with web-based meeting platforms like WebEx, MS Teams, and Zoom. Benefits • Telecommuting allowed up to 50% with management approval. Apply tot his job