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Administrative Assistant

NYS Environmental Facilities Corporation
Albany, NY
Description

Duties Description

The Administrative Assistant will be responsible for providing a broad range of administrative support to the Legal Division.

Essential Job Functions

  • Compiles, organizes, and processes various information, forms, and paperwork, following established procedures. This may include packet preparation related to financing and grant agreements, as well as materials related to EFC’s board meetings.
  • Performs various administrative duties, utilizing standard office equipment, to include fielding incoming calls; taking and transmitting messages; distributing mail; filing; making copies; scanning; and Microsoft Office functions.
  • Maintains General Counsel and Deputy General Counsel calendars, as well as divisional leave and meeting calendars.
  • Manages incoming communications for the General Counsel and Deputy General Counsel to ensure efficient use of their time and alignment with divisional priorities.
  • Assists in managing contact database.
  • Schedules and coordinates conference calls and meetings.
  • Coordinates travel arrangements for Legal Division staff and processes related expense reimbursement requests.
  • Maintains tracking of Continuing Legal Education hours for Attorneys.
  • Prepares meeting agendas and distributes meeting minutes to appropriate individuals.
  • Formats, proofreads, and edits documents and presentations.
  • Coordinates office supply needs for Legal Division staff.
  • Provides back-up reception assistance, as needed.

Qualifications

Minimum Qualifications

An Associate’s degree and two years of specialized administrative support experience, or an equivalent combination of education and experience to successfully perform the duties of the position, as determined by the Corporation.

Knowledge/Skills

  • Experience managing multiple priorities in an office environment.
  • Strong written and verbal communications, with excellent grammar, vocabulary, and composition skills.
  • Highly proficient in MS Word, Excel, Adobe, and PowerPoint. Able to create and modify documents and templates, and to import/export materials for document development.
  • Knowledge of basic mathematical concepts and ability to work with numerical data requiring accuracy at a reasonable pace.
  • Under supervision, ability to compile and organize data and information.
  • Detail-oriented, possessing strong organizational skills, initiative, and self-motivation.
  • Able to maintain confidentiality and discretion, and exercise good judgment.
  • Experience with database software and internet research tools and techniques.
  • Proficient in using standard office equipment.
  • Able to develop and maintain common office filing systems and processes and, adhere to departmental routines, support improvements to information sharing and storage practices.
  • Demonstrates strong focus and follow-through on job duties and manages interruptions and competing priorities.
  • Ability to work effectively in high pressure and strict deadline situations.

Working Conditions and Physical Abilities

Work is performed in an office setting, with prolonged periods of sitting and fine motor skills required for computer use. This position requires a professional demeanor and an orientation towards customer service.

Additional Comments

The New York State Environmental Facilities Corporation (EFC), a public benefit corporation, aids local governments and other eligible applicants throughout New York State to undertake critical water quality infrastructure projects by providing access to low-cost financing capital, grants, and expert technical assistance.

EFC is committed to fostering an inclusive workplace that values respect, diversity, and the unique perspectives of all individuals. To support our employees, EFC provides an outstanding benefits package similar to that offered to New York State employees. Our total compensation package includes, but is not limited to, leave benefits (Paid Parental Leave, 13 holidays and paid vacation, sick, and personal leave); a comprehensive health insurance program including medical, prescription drug, dental, and vision plans; and membership in either the NYS and Local Retirement System, which is a defined retirement plan, or the Voluntary Defined Contribution Program.

In compliance with Public Law 99-603, candidates selected for appointment must provide, within three (3) business days of the employee’s first day of employment, an original copy of documentation proving citizenship and/or legal right to work in the United States.

It is the policy of the State of New York and EFC to provide for and promote equal opportunity employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, physical or mental ability, national origin, gender, sexual orientation, veteran or military service member status, marital status, domestic violence victim status, genetic predisposition or carrier status, or arrest and/or criminal conviction record, unless based upon a bona fide occupational qualification or other exception.

All individuals with disabilities are encouraged to apply to positions that they are qualified to perform. It is the policy of EFC to provide qualified persons with disabilities an equal opportunity to participate in and receive the benefits, services, programs, and activities of EFC, and to provide such persons with reasonable accommodations and reasonable modifications as are necessary, to enjoy such equal opportunity, including accommodations in the recruitment process.

EFC will provide reasonable accommodation to ensure effective communication of information to individuals with disabilities. If you need an auxiliary aid or service to make this information available to you, please contact EFC’s Human Resources Office at (518) 486-9267.

It is the policy of EFC to provide reasonable accommodation for religious observers.
Posted 2025-09-30

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