Review Vacancy
AgencyTeachers' Retirement System
TitleAdministrative Assistant 1/Trainee
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitCSEA Local 658 (NYS Teachers’ Retirement System)
Salary RangeFrom $51578 to $67299 Annually
Duties Description 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.
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.
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:
Administrative Assistant Trainee 1 (Grade 8)- Six months 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2 (Grade 10)- One year 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
Administrative Assistant 1 (Grade 11)- 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.
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 department.
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.
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 Environment, Travel, and Physical Demands
Some office supplies may weigh more than 10 pounds.
Some positions may require additional credentials or a background check to verify your identity.
Email Address recruitment@nystrs.org
Address
Street 10 Corporate Woods Drive
Notes on ApplyingPlease do not send an email to the recruitment mailbox if you wish to apply. You must apply directly to the posting located on our applicant portal. Copy and paste this web address in your browser for the applicant portal: https://www.nystrs.org/careers/job-opportunities/.