Administrative Assistant 1

#2611 - Administrative Assistant 1

Design filing systems. Implement policies and procedures. Respond to phone calls; sort mail; organize. Coordinate information flow by acting as liaison among executives, staff, other employees, and the public. Uses various information technology applications such as email, database, spreadsheets, and word processing applications. Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. Creates, maintains, and enters information into spreadsheets and databases. Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors. Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff. Composes, types, and distributes meeting notes, correspondence, and reports. Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped. Orders and distributes supplies. Establishes work procedures or schedules and keeps track of the daily work of clerical staff. May supervise other clerical staff and provide training and orientation to new staff.


The Administrative Assistant 1 will be assigned to the reception desk and will welcome and direct visitors, register guests in the visitor management system, screen telephone calls, schedule meetings, and distribute mail. Additional duties include building management tickets, and other general administrative support for investment and operations staff as needed. The selected candidate will be required to work onsite at the 59 Maiden Lane office, 30th floor, Monday through Friday.


Position Summary:

Item #: 06901
Bargaining Unit: CSEA Administrative Services Unit
Division: Pension Investments and Cash Management
Bureau: Operations
Jurisdictional Class: Competitive
Appointment Type: Contingent-Permanent
Salary Grade: 011
Salary Range: $42,209-$61,076
Employment Type: FULL TIME
Occupational Category: Administrative or General Management
NY HELPS: Yes
Travel Percentage: 0%
Work Week: Monday - Friday
Work Hours: 9-5PM
Shift: Day
Mandatory Overtime: No
Compressed Workweek Allowed: No
Telecommuting Allowed: No

How to Apply:

To be considered for this position, you must create a candidate profile or log in to your profile and upload the documents listed below.

• Resume
• Cover Letter

Please ensure item number 06901-BEP is included in each document's file name.

Minimum Qualifications:

For appointment to the Administrative Assistant Trainee 1, you must have:

• 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. 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.

For appointment to the Administrative Assistant Trainee 2, you must have:

• 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. 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.

For appointment to an Administrative Assistant 1, you must have:

• 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.

Competitive Minimum Qualifications

You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c program, or eligible to transfer to this title under Section 52.6/70.1/70.4 (choose all that apply)) of the Civil Service Law.

Transfer:

For 52.6 and/or 70.1 transfer to an Administrative Assistant 1, salary grade (SG)-11, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to a SG-09 or above. SG-06 or above for a Trainee 1, SG-08 or above for a Trainee 2, depending on qualifications.

To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)

Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade.

Preferred Qualifications/Knowledge, Skills and Abilities:

• High ethical standards and commitment to the fiduciary responsibilities of a pension fund.
• Excellent communication, customer service and interpersonal skills; exhibits professionalism, tact and diplomacy; thrives in a collaborative environment as a team player in a professional office setting.
• Strong organizational skills, including the ability to maintain detailed and accurate records and files.
• Ability to meet deadlines, work under supervision, and take a highly detail-oriented approach to work.
• Exhibits meaningful discretion and confidentiality when handling sensitive materials.
• Proficient with Microsoft Outlook, Teams, SharePoint, Word, Excel and Adobe.

Traineeship Salary Information:

The position may be filled at the Administrative Assistant Trainee 1 equated to SG-08 ($42,209), Administrative Assistant Trainee 2 equated to SG-10 ($47,110), or full performance Administrative Assistant 1 SG-11 ($49,841) based on the candidate's education, experience, and previous state service. Salary is nonnegotiable.


Candidates hired at the trainee level will be advanced to the full performance Administrative Assistant 1 SG-11 following successful completion of the traineeship.


Contact Information:

If you have questions about this vacancy, please contact:

Division Contact:

NYSCRF Personnel
View email address on click.appcast.io

Human Resources Contact:

Brittany Pebler
View phone number on click.appcast.io
View email address on click.appcast.io

The Office of the State Comptroller does not participate in E-Verify or sponsor visa applications.

Reasonable Accommodation


The NYS Office of the State Comptroller provides reasonable accommodation 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 View phone number on click.appcast.io.

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.


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