Administrative Aide

Ulster Boces - Albany, NY

Full-time - Entry Level

Albany, NY

Educational Services

About the position

The Administrative Aide position is a vital role within the Educational Support Services located at 900 Watervliet-Shaker Road. This position primarily involves performing a variety of routine administrative tasks that support the agency's operations. The Administrative Aide will work under general supervision, receiving work assignments from a superior, with a focus on providing essential support services related to the agency's functions. The nature of the work is largely routine, but more complex assignments will be handled under direct supervision or through consultations with the agency head or immediate supervisor. The role requires a proactive approach to assist in the agency's service delivery to the public and other municipal departments. In this position, the Administrative Aide will engage with individuals registering complaints about the agency's services, rules, and regulations. The aide will also be responsible for answering routine correspondence, preparing various reports, and gathering information for budgetary and annual reporting purposes. The role includes sorting, filing, and maintaining records related to vouchers and purchase orders, as well as operating a computer terminal to manage financial records and reports. Additionally, the aide will undertake special studies related to the agency's implementation of rules and procedures, ensuring that all records and reports are accurately maintained. The ideal candidate will possess a good knowledge of office terminology, procedures, and equipment, along with business arithmetic and English. Familiarity with personnel methods, organizational reporting, and statistical techniques is also essential. The ability to work collaboratively with others, interpret laws and regulations, and maintain accurate records is crucial for success in this role. The position demands a physical condition that is commensurate with the job's requirements, ensuring that the aide can effectively perform all necessary tasks.

Responsibilities

• Talks with persons registering complaints regarding the agency's services, rules and regulations.
• Answers routine correspondence on the agency or sections work responsibilities and directs callers to offices where problems may be resolved.
• Prepares a variety of routine reports as assigned.
• Obtains a variety of information preparatory to the budget, annual reports or similar projects.
• Sorts, files and maintains a variety of information for vouchers and purchase orders in alphabetic and/or numeric order.
• Operates a computer terminal in maintaining various financial records and reports.
• Undertakes special studies as assigned on the agency's implementation of rules, regulations and operating procedures.
• Keeps and maintains records and reports.

Requirements

• Graduation from a regionally accredited college or university with an Associate's Degree in Secretarial Science, Business, Business Administration, Accounting or related field and one (1) year of clerical experience involving the operation of a computer for word-processing, database or spreadsheet applications; OR
• Graduation from high school or possession of a high school equivalency diploma and three (3) years of experience as defined in the previous entry.
• Good knowledge of office terminology, procedures and equipment.
• Good knowledge of business arithmetic and English.
• Working knowledge of personnel methods and procedures, organization, reporting and communications.
• Working knowledge of statistical techniques, particularly in relation to the collection and tabulation of raw data.
• Working knowledge of budget and purchasing procedures.
• Ability to layout work for others.
• Ability to get along well with subordinates and others and to secure their cooperation.
• Ability to properly interpret and make decisions in conference with laws, regulations and policies.
• Ability to keep records and to prepare periodic reports on such records.
• Physical condition commensurate with the demands of the position.