NY HELPNo

AgencyState Comptroller, Office of the

TitleAdministrative Assistant 2,SG-15 Item # 01337(Multiple)

Occupational CategoryAdministrative or General Management

Salary Grade15

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $59787 to $72429 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 5%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes

County Albany

Street Address 110 State Street

City Albany

StateNY

Zip Code12236

Duties Description Travel Planning

• Manage and coordinate for staff a large volume of domestic and international travel including airline, train, car, and hotel reservations and accommodations; follow all internal and statewide policies and guidelines related to travel; monitor and integrate any new rules and regulations for travel.
• Assist with preparing and processing travel related documents in ServiceNow including ethics requests and Travel Unit preapprovals.
• Utilize the Statewide Financial System (SFS) to process travel expense reports post-travel and provide all required documentation to secure reimbursements.

Administrative and Executive Support
• Provide administrative support for the Directors of Pension Investment and Cash Management Division (asset classes, operations, compliance and risk) and their staff.
• Schedule meetings on behalf of investment and operations staff; assist with onsite meetings by pre-registering visitors with Security via the Visitor Management System; confirm a meeting space is reserved; notify investment staff of visitor arrival; greet and escort visitors to their meeting location; provide technical support as needed.
• Assist with proofreading and formatting of letters, memos, meeting minutes, etc. based on staff instruction and personally draft routine letters and memos for signatures.
• Assist with proofreading and preparation of materials for investment-related meetings and deal closing.
• Assist in compiling and disseminating materials and provide general assistance with division meetings.
• Creates, maintains and enters information into spreadsheets and databases.
• Coordinate orders and distribution of supplies.


General Administrative Support

• Screen and review incoming correspondence and prepare responses to routine matters, refer other correspondence to appropriate individual for response based on understanding the roles and responsibility of each investment officer.
• Review and distribute incoming mail; assist investment staff with outgoing mail requests.
• Communicate verbally and in writing with internal and external customers.
• Occasional travel to the 59 Maiden Lane office in NYC may be periodically required.
• Special projects as requested by Asset Class Directors.

Minimum Qualifications High school diploma or high school equivalency diploma; and three years of experience in administrative support**, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and management of an office.

** Certification (e.g., IAAP Certified Administrative Professional), diploma, or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Additional Comments Knowledge, skills, and abilities:
High ethical standards and commitment to the fiduciary responsibilities of a pension fund.

• Excellent communication and interpersonal skills; exhibits professionalism, tact and diplomacy at all times; thrives in a collaborative environment as a team player.

• Ability to support and provide guidance to multiple staff members.

• Strong written and oral communication skills to assist with reports, presentations, and other internal and external communications.

• Ability to meet deadlines, work under supervision, and take a highly detail-oriented approach to work.

• Able to exhibit meaningful discretion and confidentiality when handling sensitive materials.

• Familiar with Microsoft Teams, SharePoint, Outlook, Word, Excel and Adobe. Experience with SFS preferred.

Telecommuting: The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.

Reasonable Accommodation: The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.

Equal Opportunity Employment: The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.

The Office of the State Comptroller (OSC) does not participate in E-Verify and does not sponsor visa applications.

OSC offers competitive salaries and benefits, and opportunities for advancement, continuing education, and professional development. We provide a professional environment where employees are encouraged to push themselves while maintaining work-life balance. Our generous benefits package includes:
• A state pension with vesting after five years’ service
• Comprehensive medical, dental and vision insurance available to all employees and their dependents
• Flexible spending accounts for dependent and health care
• Productivity Enhancement Program (PEP), allowing eligible employees to exchange previously accrued leave in return for a credit to be applied toward their health insurance
• Public Service Loan Forgiveness (PSLF)
• NYS Deferred Compensation plan
• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
• Holiday and paid time off
• Shift and geographic pay differentials
• A committed continuous learning environment
• Informational Brown Bag sessions
• Wellness at Work Programs to promote employee health and wellness
• OSC Mentoring Program to network, contribute, and provide an opportunity to strengthen competencies in a variety of areas
• And much more

Some positions may require additional credentials or a background check to verify your identity.

Name Brittany Pebler

Telephone 5184741924

Fax (518)486-6723

Email Address Jobs@osc.ny.gov

Address

Street Office of the New York State Comptroller, Division of Human Resources

110 State Street, 12th Floor

City Albany

State NY

Zip Code 12236

Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the minimum qualifications for this title. To apply, copy and paste the following link into your browser:

https://www.osc.ny.gov/jobs/openings/administrative-assistant-2/052508

Reference Item #01337(Multiple)-BEP on your cover letter for proper routing.

Unofficial transcripts and/or templates will be required for certain positions. Documents must be sent as unlocked and accessible attachments.
If you have questions about this vacancy, please contact this Division representative:
Division Contact: Shari Burnett
Email Address: sburnett@osc.ny.gov