Administrative Assistant 1/trainee
2 weeks ago
**Minimum Qualifications**
Minimum Qualifications
EITHER: 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:
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 Duties
The 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 data
Process returned mail, copy member records and run third party reports to obtain member information
Prepare and distribute staff meeting minutes and agendas
Assist in planning and scheduling meetings including our monthly Medical Board Meeting, conference calls and trainings both internal and external
Prepare purchase orders, track expenses and order supplies
Prepare, distribute and archive correspondence, reports and publications
Coordinate with other departments on the creation and revision of forms and publications for the department
Assist in all organizational aspects of the department including projects and assignments
Serve as back-up for other Administrative Assistants within the organization
Physical Demands
Some office supplies may weigh more than 10 pounds
**Additional Comments**
Position Summary
Under 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 Information
This 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.
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 Qualifications
Excellent 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 Modality
Some positions may require additional credentials or a background check to verify your identity.
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