Administrative Assistant 2 - StateJobsNY : Job Details

Duties Description Under the supervision of an Employee Program Assistant in the Workforce and Organizational Development Unit (WODU), the Administrative Assistant 2 is responsible for day-to-day oversight and various activities related to educational reimbursement programs. Primary duties and assignments will be related to the Management Confidential (M/C) reimbursement programs, Dependent Children's Tuition Program (DCTP), Public Employees Federation (PEF) reimbursement programs; including the Workshop and Seminar Reimbursements (WSR), Nurses Enhanced (NEWSR) reimbursements, Certification and Licensure Exam Fee Reimbursements (CLEFR), the College Tuition Reimbursement Program (CTR), Nurses Enhanced (NECTR), the Certification and License Renewal Fee Reimbursement (CLRFR), as well as administer programs for the Security Services Unit and Agency Police Services Unit. Duties will include, and are not limited to the following: • Administer all aspects of the reimbursement application process to ensure compliance with administrative and programmatic requirements, for multiple negotiated benefit educational reimbursement programs. • Administer all aspects of the Statewide Recognition Award program proposal, application approval, and payment process to ensure compliance with administrative and programmatic requirements. • Research educational providers to ensure they are approved to deliver training in accordance with program guidelines. • Review and approval of payments, stop-payments, and reconciliation of applications in the Statewide Financial System (SFS). • Assist with preparation of close-out, tax, and other reports in accordance with agency guidelines . • Assist with financial reporting on a monthly and quarterly basis. • Run database queries and reports on reimbursement programs when needed by program manager and unit director. • Respond to and resolve routine and non-routine inquiries. • Review, edit, format, and produce letters, documents, reports, and other written materials. • Participate in reimbursement unit internal control related program reviews. • Work as part of a team to continue to improve and streamline the on-line reimbursement system and automated reimbursement process. • Support and assist with administering new reimbursement programs that are within the responsibility of WODU. • Work closely with other reimbursement and WODU staff when applicable. • Other duties as required. Minimum Qualifications • Three years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. • Excellent customer service, interpersonal, oral, and written communication skills. • Knowledge of the Statewide Financial System (SFS) preferred. • Able to deal with multiple priorities and competing deadlines in a team setting • Previous experience working in a multi-functional team setting desirable. • Ability to work alone with minimal supervision or as part of a team. • Ability to quickly learn new software applications. • Attention to detail is a must. • A satisfactory equivalent combination of appropriate experience and education as determined by the NYS Office of Employee Relations. Certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Additional Comments The Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability, or other protected class status in the admission to, access to, or employment in their programs or activities. Reasonable accommodation will be provided upon request. NOTE ON TELECOMMUTING: The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines. Some positions may require additional credentials or a background check to verify your identity. Name Human Resources Telephone Fax Email Address [email protected] Address Street 2 Empire State Plaza 8th Floor City Albany State NY Zip Code 12223 Notes on Applying Please reference Vacancy No. 195923 when applying. To apply, please send cover letter and resume to [email protected] (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.