Administrative Assistant

Job Description

The New York State Board of Elections is seeking a highly organized and detail-oriented Administrative Assistant to support the administration and operation of the statewide election data reporting program established under New York State Election Law. This position will play a key role in supporting the public-facing election database by coordinating data submissions, maintaining records, and communicating with local election authorities and other entities responsible for reporting required data.
The ideal candidate will be proactive, communicative, and capable of managing multiple responsibilities in a structured, deadline-driven environment. This role requires strong organizational skills and the ability to interact professionally with both internal staff and external stakeholders.
Duties include, but are not limited to, the following:
Program Coordination & Compliance Support
• Track and monitor data submissions from local boards of elections and other reporting entities to ensure completeness and timeliness.
• Conduct outreach to entities that have not submitted required data, including follow-up communications via phone and email.
• Maintain and update contact lists for all participating entities.
• Assist in documenting submission schedules, requirements, and status updates.
Administrative & Data Support
• Maintain records, logs, and tracking systems related to data submissions and program operations.
• Assist in reviewing submitted materials for completeness and flag potential issues for technical staff.
• Perform general administrative duties, including data entry, file management, and document preparation.
• Support responses to data-related inquiries, including FOIL requests, in coordination with other units.
Documentation & Process Support
• Participate in the creation and maintenance of internal documentation, guidance materials, and tracking tools to support consistent program operations.
• Assist in developing and maintaining knowledgebase resources for internal and external use.
• Support efforts to improve and streamline data submission and tracking processes.
Team Collaboration
• Work closely with Information Technology, Operations, and Public Information staff to support the overall success of the database program.
• Assist in identifying and communicating operational issues or trends related to data submission and participation.
• Participate in training and meetings related to election data systems and processes.

Minimum Qualifications:
Minimum Qualifications:
• Associate's degree or equivalent experience.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and follow up on outstanding items independently.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work both independently and collaboratively.
• Commitment to maintaining accuracy, confidentiality, and professionalism.
Preferred Qualifications:
• Experience in an administrative, coordination, or program support role.
• Experience working with government entities or in a public-sector environment.
• Familiarity with data tracking, reporting processes, or compliance programs.
• Experience responding to public inquiries or supporting public-facing services.

Requirements

Minimum Qualifications:
• Associate's degree or equivalent experience.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and follow up on outstanding items independently.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to work both independently and collaboratively.
• Commitment to maintaining accuracy, confidentiality, and professionalism.
Preferred Qualifications:
• Experience in an administrative, coordination, or program support role.
• Experience working with government entities or in a public-sector environment.
• Familiarity with data tracking, reporting processes, or compliance programs.
• Experience responding to public inquiries or supporting public-facing services.