Legislative Administrative Assistant

Pay Range: $27hr - $28hr

Job Overview:

Our client is seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff. The candidate must be detail-oriented and able to multitask in a fast-paced environment.

Minimum Candidate Qualifications:

• Proof of eligibility to work in New York State.
• A Bachelor's Degree.
• 3+ years of experience providing administrative support in an office setting using the Microsoft Office Suite (including Outlook, Word, and Excel).
• 1+ years of experience using LRS (Legislative Retrieval System) to track legislative bills.
• 3+ years of experience using an executive correspondence system.

Duties include, but are not limited to:

• Answers telephone calls and greets visitors and staff in a prompt and professional manner.
• Follows-up on responses to ensure information is completed and received by established deadlines.
• Reviews information upon receipt to ensure completeness and refers it to the Executive Assistant, Special Assistant, and appropriate staff for action.
• Executes Special Assistant directives efficiently and in a timely manner.
• Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.
• Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.
• At the direction of the Special Assistant, internally shepherds leadership and legislative correspondence.
• Provides assistance to answer telephone calls and responds to questions concerning policy and procedures, referring the most complex technical questions to the appropriate staff member.
• Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
• Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.
• Assists with organizing departmental legislative bills and bill position letters.
• Designs and maintains electronic and hard copy correspondence files.
• Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through the financial system.
• Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.
• Opens and reviews incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.
• Willingness to work additional or non-standard hours during the legislative session.
• Prepares and submits required reporting forms and documentation.
• Performs other duties as assigned.

Skill Requirements:

• Ability to remain calm under pressure and adapt to last-minute changes.
• Strong attention to detail.
• Ability to work independently.
• Ability to maintain confidentiality.
• Ability to multi-task.