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Administrative Assistant 1/Trainee

Department: Member Relations

Location: Albany, NY

Apply by: May 30, 2024

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.

• 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.

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:

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.

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

This position is subject to a hybrid work schedule.

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

Salary Grade

This position is a Grade 8, 10, 11.

Salary Range

Salary Grade 8 - $42,250 to $55,129

Salary Grade 10 - $47,365 to $61,802

Salary Grade 11 - $50,076 to $65,339

EEO STATEMENT

At NYSTRS, diversity, equity, and inclusion are integral to our mission of providing our members with a secure pension and exceptional customer service. We are committed to fostering an inclusive and equitable culture where all diversity is valued and recognized as a source of strength and enrichment across all operations.

NYSTRS is proud to provide equal opportunities to all employees and qualified applicants without regard to race, color, religion, creed, sex, gender expression or identity, national origin, age, ability and disability status, veteran status, marital status, pregnancy status, sexual orientation, citizenship, or any other legally protected class. We are committed to being a workplace that attracts, supports, and retains talented individuals from diverse backgrounds and experiences while championing equal opportunity across recruitment, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

All applications to NYSTRS should be done via our website (https://nystrs.hrmdirect.com/employment/job-openings.php?search=true&dept=-1&city=-1&state=-1) . NYSTRS will never ask you to submit private information via email or direct you to submit private information to another site as part of our recruitment process.