Duties

Provide Administrative Support for POST      

• Work in collaboration with other support staff to provide support and assistance of daily administrative professional tasks and project activities; provide assistance and support to POST Bureau Directors, Managers and Team members.
• Act as Bureau Security Coordinator (BSC) utilizing ServiceNow applications onboarding and offboarding of POST staff
• Utilize the Service Now application to request access to the NYSLRS Portal (PeopleSoft).
• Managing meeting logistics including creating agendas, participating, taking notes, and documenting decisions of action items to create minutes from programmatic meetings.
• Coordinate activities with POST team members.
• Send and record results from follow-up reminders on tasks and action items due.
• Assist in carrying out program planning and project development activities.
• Update and manage tracking logs and spreadsheets.
• Handle and maintain confidential correspondence and other documents.
• Prepare and edit draft correspondence and other documents.
• Review and process Team mailbox requests.
• Assist in preparations of team events and team meetings.
• Work with vendor staff, communicating and interoperating material effectively.
• Work in Microsoft Word creating correspondence, tables, documents and drafts.
• Work in Microsoft Excel creating spreadsheets and tables.
• Have knowledge of any office automation and be able to operate office equipment such as but not limited to video/tele-conference, scanner/copies, fax.
• Keep Microsoft Outlook calendar up-to-date and verify availability before accepting an appointment or requesting time off and completion of personal time-card in timely manner.
• Handle work assignments and program activities, including coordination and preparation of reports, obtaining information and reports from internal bureaus as well as external sources, tracking and monitoring the status of assignments and handling edits, as well as those delegated to direct reports to ensure assignment deadlines are met.   
• Schedule and coordinate meetings for staff; coordinate attendees’ schedules, contact attendees for additional information and changes as needed; arrange for rooms and ensure appropriate materials and equipment are available.
• Monitor incoming mail and distribute accordingly.
• Order supplies for bureau and write justifications for stock and non-stock items.
• Work as a team member, including answering questions, attending and participating in all bureau meetings, communicating information, etc.
• Handle other duties as assigned.

Personnel Program Support       

• Coordinate all tasks related to the canvass process including:
  • Schedule interviews, manage interview documents and folder preparation.
  • Organize and maintain folders and resumes for candidates/staff and items ensuring documentation is maintained and accessible on share drive.
  • Canvass letters, declination, non-select and thank you for your interest letters
  • Miscellaneous staffing and recruitment activities.
• Maintain the POST share drives and team-rooms, streamlining and cataloguing data; ensuring information is current, searchable and organized.
• Maintain any existing office filing systems (including electronic) of agency/bureau/project documents.

Space Management Program Support

• Assist with workstation accommodations for POST
• Update and maintain POST phone listing.
• Maintain equipment inventory, i.e, projectors, speakers, mifis, etc. and sign-out sheet.
• Handle phone set up, phone changes, and employee nameplates.
• Ensure that employee nameplates and phone records are kept up-to-date.
• Create floor plans and tracker and handle logistics associated with both.