District Office Aide

District Office Aide

The Office of Congressman Paul D. Tonko is seeking a District Office Aide based out of its Albany office. This is an at-will position that will be supervised by the Office’s District Operations Manager and the District Director.

The District Office Aide greets visitors, answers the telephone, supervises the district internship program, and responds to constituent requests for general information and other inquiries. This position maintains the front office and assists district office staff with various administrative duties while maintaining an external agenda that interacts frequently with constituents. The position will also support aspects of the Office’s outreach function. The ideal candidate has strong writing, organizational, and interpersonal skills, and a desire to work in a fast-paced environment. Compensation is commensurate with experience.

EDUCATION (OR EQUIVALENT EXPERIENCE):

  • Bachelor’s degree or higher with at least one year of related work experience is preferred, preferably in a community facing and/or administrative/logistics position.

  • ESSENTIAL JOB FUNCTIONS:

  • Greets and assists visitors;

  • Answers and assists telephone calls for the Congressman and other staff members;

  • Documents caller and visitor opinions with all relevant contact/identifying information in office’s Constituent Relationship Management (CRM) system;

  • Coordinates with the District Operations Manager to process commendation requests, including proclamations, letters and certificates, in a timely manner;

  • Ensures that requests for assistance are directed to the appropriate staff member in a timely manner;

  • Processes all physical mail sent to the Albany District Office, and, on occasion, to other District Offices;

  • Maintains the office voicemail, delivers messages, mail, deliveries and faxes to appropriate staff, and coordinates the Albany District Office mail program;

  • Assists persons who have appointments with the Congressman or other staff members and works closely with the District Operations Manager and the District Director to ensure that the Congressman’s appointments are on time;

  • Assists with ordering office supplies and maintains basic upkeep of office and equipment;

  • Manages office recycling program;

  • Manages the District office internship program, including hiring, training, day-today management and feedback;

  • Processes commendation requests, including proclamations, letters and certificates, in a timely manner;

  • Assists District Director, Grants Coordinator and Constituent Representatives in drafting and sending correspondence to constituents and federal agencies as needed;

  • Assists Grants Coordinator in publicizing federal grant opportunities;

  • Assists in various office outreach efforts, including sending invitations, making phone calls, maintaining lists of event attendees, and working with staff to develop and maintain current lists of core constituencies and other groups;

  • Assists with administrative tasks associated with the Congressional Art Competition, Congressional App Challenge and Academy Nominations Process;

  • Writes summaries of meetings taken by the Congressman and/or staff and delivers them to the appropriate staff in a timely fashion;

  • Attends events with and on behalf of the Congressman across the district, as necessary;

  • Accepts and applies performance-based, constructive criticism and direction;

  • Meets attendance requirements as established by the office;

  • Works well under pressure and handles stress;

  • Works a flexible schedule, including long hours, nights and weekends, as required;

  • Performs other duties as assigned.

SKILLS AND KNOWLEDGE REQUIRED:

  • Passion for public service;

  • Strong writing and proofreading skills;

  • Thoroughness and careful attention to detail;

  • Professional telephone manner;

  • Ability to use Microsoft Suite programs as well as troubleshooting ability of all-in-one photocopier, telephone and other office equipment;

  • Understanding of the legislative process as well as local, state and federal agencies and departments;

  • Ability to perform essential job functions above;

  • Temperament to communicate with a variety of personalities in a tactful, pleasant and professional manner;

  • Ability to work cooperatively and courteously with others; and

  • Knowledge of office policies, practices, and procedures.

WORKING CONDITIONS:

  • Mainly in an office reception area with a low level of privacy. Remote work may be required based on guidance from the Attending Physician and guidance from local and state health officials.

  • Noise levels are usually moderate

  • Some time on evenings and weekends is expected outside the office attending events with the Congressman.