Executive Secretary
4 days ago
New York
Job Description JOB-18945 Executive Secretary-081RY Duties: -Provide a valuable source of new perspectives and potential optimization suggestions for improving the recruitment process. • Focus on implementing suggestions that are both practical and likely to deliver significant improvements., • Create a clear plan for implementing the chosen suggestion, including timelines and responsibilities., • Conduct interviews for temporary employees., • Coordinate interviews for potential hires., • Assist with the recruitment and onboarding of new employees by submitting all technical requests to IT and ordering necessary equipment such as desk phones, laptops, and nameplates for new hires., • Complete all administrative tasks required for year-round intern hiring process. The process includes scheduling interviews, sending correspondence, uploading documents to RMS, completing appointment forms, and other tasks., • Supervise clerical staff. Assign work; identify and address performance issues; communicate performance issues to supervisees with reports that provide feedback; develop performance improvement plans as needed., • Supervise mail review, sorting, and distribution to the assigned Assistant Attorney General (AAG)., • Supervise clerical staff assisting with mailings. Assist with mail merges as needed., • Serve as Bureau's point of contact for the agency for major projects or other agency-wide communications., • Request court reporter/videographer using Veritext., • Coordinate translation and interpretation services., • Report all service issues for six (6) office printers. Receive ordered parts and replace them., • Serve as the point person for the receipt and distribution of Class Action Fairness Act (CAFA) notices, Labor Law Section 215 notices, and other notices sent by the public to the Labor Bureau., • Coordinate room reservations for meetings and subpoena hearings., • Ensure that all visitors are added to the security list for office clearance., • Communicate with the public and other parts of OAG to resolve issues with mail or court documents., • Maintain and update Bureau SharePoint which includes: posting calendars, AODs, organization charts, directory, and Labor Bureau Press releases., • Create and modify documents using Microsoft Office, Adobe Pro, and other programs., • Post Labor Bureau AODs to office’s public website and shared folder., • Manage non-compete intakes and enter the information into NYMatters., • Handle phone intakes and input the details into NYMatters. Assign intakes as needed., • Provide administrative support to Bureau Chief and Deputy Bureau Chief such as scheduling meetings (examples include but are not limited to) i.e. new employee interviews, & subpoena hearings., • Prepare agendas for meetings., • Ensure that supervisors are reminded of the deadlines for performance evaluations for competitive employees., • Schedule all travel arrangements for Bureau Chief, Deputy Bureau Chief, Section Chiefs, AAGs, and administrative staff., • Utilize SFS website to submit travel receipts and other documents for approval and reimbursement of travel cards., • Coordinate office equipment and administrative needs with IT and Administration., • Communicate administrative/building issues with NYCAdminOp., • Utilize the PAM database to archive documents. Search Archives in PAM and reach out to Records to confirm receipt of FOIL r, • Archiving and filing closed case files and WC cases., • Attend meetings with the Admin Bureau contacts., • Coordinate with the Office Assistant to order supplies from the warehouse to maintain an adequate inventory., • Deliver and collect time-sensitive items from the print shop while managing the attorney's office, mailroom, and other departments within the Office of the Attorney General (OAG)., • Prepare cover letters, fax cover sheets, and envelopes for mailing attorney correspondence., • Draft office policies and procedures for the handling and distribution of mail and faxes.Company DescriptionEstablished in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey. Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country. We are dedicated to recruiting candidates who consistently exceed our customers’ expectations.Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.\r\n\r\nOur extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.\r\n\r\nWe are dedicated to recruiting candidates who consistently exceed our customers’ expectations.
