Administrative Assistant

Administrative Assistant

Tryfacta is seeking an Administrative Assistant for our client in One State Street, New York, NY 10004. This is a 24-month contract assignment. If you meet the qualifications listed below and are interested, please apply now!

Position Title: Administrative Assistant

Location: One State Street, New York, NY 10004

Duration: 24-month

Work Schedule: M-F 37.5 hrs per week, 9-5

Responsibilities for this position include, but are not limited to:

• Answers telephone calls and greets visitors and staff in a prompt and professional manner.
• Follows-up on responses to ensure information is completed and received by established deadlines.
• Reviews information upon receipt to ensure completeness and refers it to the Executive Assistant, Special Assistant and appropriate staff for action.
• Executes Special Assistant directives efficiently and in a timely manner.
• Reviews and makes recommendations to the appropriate staff on responses due or refers responses to the appropriate staff member.
• Researches complex or unusual inquiries and gathers information to support a response by the appropriate staff member.
• At the direction of the Special Assistant, internally shepherds Governor's, Superintendent's and Legislators correspondence.
• In addition, provides assistance to answer telephone calls and responds to questions concerning policy and procedures, and refers the most complex technical questions to the appropriate staff member.
• Applies considerable knowledge of computer technology and software applications to prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
• Drafts confidential and sensitive responses to letters and other correspondence for appropriate staff review and signature.
• Assists with organizing departmental legislative bills and bill position letters.
• Designs and maintains electronic and hard copy correspondence files.
• Schedules meetings, maintains executive staff calendars, arranges travel and hotel accommodations, and processes reimbursements through SFS system.
• Arranges meetings and conference calls and works with subordinate staff to prepare and assemble related materials.
• Opens and review incoming correspondence and reports to determine significance and distributes them to executive office staff or the appropriate staff member.
• During the legislative session, must be willing to work additional or non-standard hours.
• Prepares and submits NYS Project Sunlight reports and completes appropriate NOA forms.
• Performs other duties as assigned.

Skill Requirements:

• Ability to remain calm under pressure and adapt to last-minute changes.
• Strong attention to detail.
• Ability to work independently.
• Ability to maintain confidentiality.
• Ability to multi-task.

Notes:

• Telecommuting may be allowable upon discretion of the hiring manager.
• Client does not provide parking, but the office is accessible by mass transit.

Submission Requirements:

• Candidates that meet the mandatory minimum qualifications and are interested in this position must submit the following:
• Cover letter
• Resume
• In addition, vendors should complete the Attachment 1: Non-Collusive Bidding Certification and Attachment 2: Minimum Candidate Qualifications Certification (Attached).

Evaluation and Award:

• The Department will select the Bidder who provides the "best value" Candidate taking into consideration the most beneficial combination of qualifications, services, and cost and who has met the minimum qualifications of this RFQ.
• Under NYS Procurement Guidelines, "best value" is the basis for awarding all service contracts " [it] optimizes quality, cost, and efficiency, among responsive and responsible Bidders."
• The Department's Contracts Office will examine all proposals that are received by the date and time of the Quotation Closing Date to determine if they meet the proposal submission requirements, as described in Section 3 of this RFQ.
• The Department in its sole discretion may reject proposals that are materially deficient in meeting the submission requirements or have omitted material documents.
• All proposals passing the submission review will be evaluated.
• The Department's Contracts Office will examine all proposals that are received by the deadline to determine if they meet the RFQ Section 1, Minimum Candidate Qualifications requirements. Candidate submissions that do not meet the Minimum Candidate Qualifications will be removed from further evaluation.
• An Evaluation Panel will independently score each Technical Proposal that meets the RFQ submission requirements. Evaluation Panel members will score Technical Proposals to identify Candidates with the highest probability of satisfactorily providing the services described in Section 2 of this RFQ. Evaluations will be based on the Candidate's ability to provide the services required through their Technical Proposal. Individual Panel member scores will be averaged to calculate an initial technical score for each responsive Candidate.
• Cost proposals will be evaluated on a pre-determined formula using the information provided in the Contractor's Bid Response on page 5. The maximum score (30 points) will be allocated to the proposal with the lowest cost according to this formula. All other proposals will receive a proportionate score to the proposal with the lowest cost, according to the following formula: Cost points awarded = (30 potential points) X (Low Bid / Firm's Bid)
• An initial composite score for each responsive Candidate will be calculated by adding the Written Technical Proposal points, and Cost Proposal points. The Finalists will be those responsive Candidates that are susceptible to award after initial composite scores have been tabulated. Finalists will be notified of the date, location, and time of their interview. The interview will be designed to allow finalists to demonstrate their ability to provide the required services. The Department reserves the right to conduct the interviews in-person or virtually at its sole discretion. Further information with regard to the format of this stage of the evaluation may be provided to the Candidate prior to the interview. Each Candidate invited to interview may be awarded up to fifteen (15) points based on their interview. In the event that there is only one Candidate susceptible to award after the initial composite score calculation, the Department may choose to forego the interview at its discretion. If the Finalist with the highest initial composite score is no longer available after being identified, the Department may choose to re-score the remaining candidates to identify additional interviewees in accordance with section 4.5 of the RFQ, at its discretion.
• The final composite score for each responsive Candidate will be calculated by adding the Written Technical Proposal points, Cost Proposal points, and Interview points for each susceptible Candidate. The Candidate with the highest final composite score will be selected as the tentative awardee.

Post Award Requirements:

• Upon notification of tentative award, the vendor must supply the additional documentation including:
• A background check and fingerprinting will be required for the tentatively awarded contract. The background check should include criminal, SSN, education, and previous employment verification.

Reservation of Rights:

• The Department of Financial Services also reserves the right to:
• Reject any or all Bidder submissions received in response to the RFQ.
• Reject submission of any Candidate that has been involuntarily dismissed by the Department, except when the Candidate was released due to expiration of a Contract term.
• Withdraw the RFQ at any time, in whole or in part, in the Department's sole discretion.
• Make an award under the RFQ in whole or in part.
• Disqualify any Bidder whose conduct and/or Bidder submission fails to conform to the requirements of the RFQ.
• Seek clarifications and revisions of Bidder submissions.
• Prior to the Bid opening, amend the RFQ specifications to correct errors or oversights, or to supply additional information, as it becomes available.
• Prior to the Bid opening, direct Bidders to submit Bid submission modifications addressing subsequent bid amendments.
• Eliminate any mandatory, non-material specifications that cannot be complied with by all of the prospective Contractors.
• Waive any requirements that are not material.
• The Department may use any and all ideas submitted in the bids received.
• Adopt all or any part of a Bidder's submission in selecting the optimum solution.
• Negotiate with the Bidder(