Administrative Assistant 1/Trainee

NY HELP Yes Agency Teachers' Retirement System Title Administrative Assistant 1/Trainee Occupational Category Clerical, Secretarial, Office Aide Salary Grade 11 Bargaining Unit CSEA Local 658 (NYS Teachers’ Retirement System) Salary Range From $50076 to $65339 Annually Employment Type Full-Time Appointment Type Permanent Jurisdictional Class Competitive Class Travel Percentage 0% Workweek Mon-Fri Hours Per Week 37.5 Workday From 8 AM To 4 PM Flextime allowed? Yes Mandatory overtime? No Compressed workweek allowed? No Telecommuting allowed? Yes County Albany Street Address 10 Corporate Woods Drive City Albany State NY Zip Code 12211 Minimum Qualifications Do not send resumes via email as they will not be considered. You must apply by submitting an application to the posting located on our applicant portal. The link to the applicant portal is: https://www.nystrs.org/Careers/Job-Opportunities.Minimum QualificationsEITHER: 1) Reachable on the Civil Service eligible list; OR 2) Eligible for reassignment by virtue of having permanent competitive service as an Administrative Assistant 1 (11); OR 3) Eligible for transfer under the provisions of the Civil Service Law by virtue of having one year of permanent competitive service in an appropriate title.To be appointed via the NYHELPS program, you must meet the following requirements:Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.Substitution: Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Duties Description Job DutiesThe duties of the Administrative Assistant 1/Trainee include, but will not be limited to, the following:Communicate with internal and external stakeholders, including, members, participating employers, NYSTRS delegates and vendors, including answering phone calls and writing letters and memos. The ICC position has more phone responsibilities than the Benefits position.Maintain databases and prepare and track statistical dataProcess returned mail, copy member records and run third party reports to obtain member informationPrepare and distribute staff meeting minutes and agendasAssist in planning and scheduling meetings including our monthly Medical Board Meeting, conference calls and trainings both internal and externalPrepare purchase orders, track expenses and order suppliesPrepare, distribute and archive correspondence, reports and publicationsCoordinate with other departments on the creation and revision of forms and publications for the departmentAssist in all organizational aspects of the department including projects and assignmentsServe as back-up for other Administrative Assistants within the organizationPhysical DemandsSome office supplies may weigh more than 10 pounds Additional Comments Position SummaryUnder the general direction of the Manager and/or Assistant Manager, the Administrative Assistant 1/Trainee is responsible for a wide range of administrative duties to coordinate the activities and efficient operation of the departments to which they are assigned.The Division of Member Relations is seeking to fill two vacancies, one will be assigned to the Benefits department and the other to the Information and Communication Center.NY HELPS Program InformationThis title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Please note: This is a promotional title, so all promotional opportunities must be exhausted before a non-state employee can be appointed via NY HELPS.For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications, and any specialized requirements, of the title for which they apply.At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination.Preferred QualificationsExcellent customer relations skills, including the ability to be empathetic and approachable while maintaining a professional demeanor.The ability to communicate verbally and in writing with others to request and give information.A dedication to continuous learning, including regular job rotations, and a willingness to accept and implement organizational change as it occurs.Detailed oriented, the ability to process work following unit's procedures and be willing to suggest modifications that might improve the process.The ability to exercise good situational judgment, flexibility, and tactfulness in dealing with internal and external customers.Work ModalityThis position is subject to a hybrid work schedule. Some positions may require additional credentials or a background check to verify your identity.Name Christine DiPierno Telephone 518/447-2906 Fax N/A Email Address [email protected] Address Street 10 Corporate Woods Drive City Albany State NY Zip Code 12211 Notes on Applying In order to be considered for this position, you must submit an application directly to the posting located on our applicant portal. The link to the applicant portal is: https://www.nystrs.org/Careers/Job-Opportunities. We will not accept resumes submitted via email.