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Estimated Length: 24 months Daily Hours 7.5
Mandatory Requirements
Knowledge of office administration and management; proper grammar, punctuation and spelling; business communications and ability to take notes is necessary.
Preferred Qualifications
Proficiency in Microsoft Outlook, Access, Word, Excel.
Responsibilities
- Answer phones for AASD
- Weekly:
- Obtain weekly shredding status and report to support staff
- Assist with preparing and sending recruitment updates to Administrative Services Director in Buffalo.
- Monthly:
- Prepare Petty Cash sheet for submission
- Distribute Church Lot Parking Tags
- Coordinate monthly window display changes
- Send window display pictures to Mel Stange for posting on WRO website
- Charge 5th floor Administration’s radios
- Escort NYSEG to basemen
- Twice Annually:
- Send updated WRO phone lists to Melanie Stange for posting on WRO website
- Annually:
- Assist AASD with coordination of fire drill
- Coordinate & perform radio test with TSO volunteers
- Coordinate meeting with TSO volunteer to review duties (possibly every-other year)
- Coordinate drill with Flaum (Building Management Company)
- Prepare report after drill
- Building Duties (weekly rotating schedule):
- Mail duty (rotation-occurs approximately once a month)
- Assist with Intercom (rotation-occurs approximately once a month)
- Liaison with Flaum
- Report heat, pest, AC, elevator, etc. issues to Flaum
- Keep chart of issues; ensure resolution
- Updates/Notes to staff (carpet, window, guard, etc.)
- Assist with Recruitments (items such as)
- Assist with weekly updates to Administrative Services Director
- Set up files
- Send canvass letters
- Coordinate interviews
- Contact candidates to set up interviews
- make interview schedules
- send email confirmations to candidates
- Visitor notices to staff
- Send declination letters
- Perform Reference checks
- Prepare packets for submission
- Send regret letters
- Assist with Onboarding Tasks
- Prepare new hire packets
- Prepare and distribute name plaques
- Prepare and send Exit/Hires email
- Assist with Exit Items
- Prepare Exit documents
- Return exiting staff’s items to proper locations
- Prepare and send Exit/Hires email
- Shredding
- Check totes weekly (2nd, 3rd, & 5th floors) and report status to support staff
- Put Administration shredding into totes as necessary
- Assist other floors as necessary (using Administration’s key)
- Coordinate pick-up with Shredding Company
- Assist Shredding Company as necessary upon their arrival
- Surplus
- Assist with coordination of items for disposal
- Follow procedure for Surplus items (State & Client)
- Alert/notify internal staff
- Send Surplus Request form to the client
- Place item(s) on client's news
- Coordinate disposal or transfer of item
- Send Local Disposition Authorization (LDA) form to the client
- Assist with Training
- Reserve rooms
- Keep registration and attendance records for Rochester office
- Send invitations/information to staff
- Prepare and dismantle conference rooms
- Assist with Albany Advisory Committee meetings (alert WR Admin of meeting)
- Work with Albany POC to assist with
- reserving rooms
- any tests performed by IT / Bridge / Webcasting company
- making copies of handouts and preparing packets
- any needs of attendees on day of meeting
- retrieving sign-in sheets and sending to coordinator after meeting
- Familiarize yourself with APPMs (Administrative Policy & Procedure Manual) such as:
- Medical leave
- Leave Pay
- Department work hours
- Jury duty
- Subpoenas
- Surplus
- Confidentiality
- Cell phone use
- Social Media
- Take notes at support staff meetings
- Learn process and assist in training support staff with the following
- Ticket system
- Web-Ex meetings
- Initiating meetings in each of our conference rooms
- Connect video conference
- Prepare laptop & presentation, etc.
- Set up projector
- As necessary:
- File, sort, organize
- Update forms and other information
- Update and distribute Emergency Evacuation/Response Plan, internal phone list and mail room labels
- Purge documents
- Update binders
- Send Visitor Notices to support staff
- Assist Ralph with tasks
- Update AASD’s APPM binder
- Update WR policy book (electronic for RAO)
- Maintain Safety Data Sheet binder
- Update key log as necessary; purge keys
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