What are the responsibilities and job description for the Administrative Assistant, WNY position at Empire State?
*Applicants MUST submit a cover letter with resume to be considered.
*This position will require in-office presence. Hybrid work schedules may be possible based on specific
job duties and consistent with ESD policy.
*Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.
BASIC FUNCTION:
The Administrative Assistant will provide support for the WNY Project Management staff; assist the regional office and subsidiary staff with daily administrative tasks as necessary; and perform back – up receptionist role, as needed.
WORK PERFORMED:
- Maintaining filing system; set up meetings and make appointments; answer telephone; copying/scanning/printing; open mail and respond to general needs of the Corporation as requested.
- Arrange/Schedule meetings and travel as necessary; organize and submit expense reports.
- Answer telephones in a professional and courteous manner, taking accurate phone messages, responds to general inquiries, and where necessary, direct caller to the appropriate department or individual for further assistance.
- Conduct the saving of electronic files and email in appropriate project folders to assist with maintaining organized electronic files.
- Draft basic documentation from Corporation templates, use mail merge system for disbursement of information.
- Create and maintain multiple project tracking Excel spreadsheets.
- Conduct scanning including disassembling documentation, copying/scanning all materials, and resemble back to original format for filing of original materials.
- Check invoices for accuracy and valid signatures prior to department head’s approvals, as assigned.
- Process incoming fee checks.
- Assist other support staff in the department or elsewhere in the Corporation, as required.
MINIMUM REQUIREMENTS:
Education Level Required: High School diploma or equivalent. Associated degree preferred.
Relevant Experience required: 1 to 3 years of office experience.
Knowledge Required: Basic knowledge of MS Office, Excel plus Power Point preferred but will train the right candidate. Excellent communication skills – both written and verbal; Excellent follow up skills; Excellent organizational skills, ability to multi-task. Able to handle correspondence when directed.
ALTERNATE MINIMUM REQUIREMENTS FOR INTERNAL CANDIDATES: A minimum of 5 years of satisfactory service in another (relevant) position with Empire State Development. Up to 2 years of accredited post-secondary education, or service in the U.S. military may be substituted for service at ESD.
