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About the Role

The Office Manager, NYSPSP provides high-level administrative support and assistance to the Executive Director and other assigned leadership staff of the New York State Preferred Source Program for New Yorkers who are Blind.

Responsibilities

• Serve as the key point of contact between executive, internal, and external customers.
• Greet and direct visitors onsite.
• Review and secure insurance documents and ensure proper formatting and structure of all official documents.
• Maintain monthly office staff schedule.
• Manage calendars daily, scheduling meetings, coordinating travel, and scheduling office events.
• Manage office inventory.
• Assist the Board secretary with quarterly board meeting logistics and related activities.
• Manage building operations and coordinate with building management and parking management companies.
• Serve as Notary for the office.
• Plan and manage various events throughout the year.
• Compose confidential communications.
• Respond timely to requests, complaints, and questions from both internal and external customers, representing NYSPSP by phone and written communication.
• Responsible for inventory, order, receipt, and distribution of office supplies and materials.
• Submit approved expenses weekly to NIB for payment.
• Establish and maintain a variety of office files.
• Submit and track IT tickets on behalf of the office and coordinate onsite resolution.
• Create and maintain a Standard Operating Procedure (SOP) desk manual for the Executive Assistant role.
• Sort and deliver all incoming mail and process outgoing mail.
• Log all incoming checks for the accounting department.
• Serve as point of contact for the lobby firm regarding filings and bill paying.
• Act as billing point of contact with vendors.
• Assist all NYSPSP staff members as necessary.
• Complete special projects assigned by the Executive Director and/or other leadership staff.
• Perform other duties as assigned.

Requirements

• Two (2) to four (4) years of experience in an office manager or executive assistant role is required.
• Undergraduate degree in Business Administration or a related field from an accredited college or university, or equivalent work experience.
• An equivalent combination of education and/or experience is also acceptable.
• NYS Notary Public commission is preferred upon hire; required to obtain a valid commission within six (6) months of hire.

Skills

• Proficiency in Microsoft Office, including Outlook, Word and Excel.
• Experience using Zoom, Microsoft Teams, and/or other online meeting platforms.
• Experience creating and managing paperless processes and working in a paperless office environment.
• Ability to learn new or updated software.
• Constant concentration to ensure accuracy within tasks.
• Excellent verbal and written communication both internally and externally.
• Ability to multi-task and manage multiple projects at once to ensure deadlines are met.
• Ability to maintain professionalism under pressure.
• Accountability
• Communication Skills
• Ethics /Integrity
• Customer Care
• Job Knowledge/ Technical Skills
• Process Improvement

Location

• NYSPSP - Albany, NY 12207

Work Type

• Full Time

Experience Level

• 2-4 years

Education Level

• Bachelors
• Equivalent work experience

Salary/Compensations

• $48,011.00 - $71,879.00 Hourly

About the Company

• NIB is an equal opportunity employer and is committed to fostering an inclusive and accessible workplace.
• We do not discriminate against any employee or applicant based on any protected characteristic or status.
• We also provide reasonable accommodations for qualified individuals with disabilities throughout the employment process.

Equal Opportunity

• NIB is an equal opportunity employer and is committed to fostering an inclusive and accessible workplace.
• We do not discriminate against any employee or applicant based on any protected characteristic or status.
• We also provide reasonable accommodations for qualified individuals with disabilities throughout the employment process.
• If you require an accommodation to perform the essential functions of the position, please contact Human Resources at HRcompliance@nib.org.
• We will engage in an interactive process to determine a reasonable accommodation, barring undue hardship.