Administrative Assistant

Administrative Assistant - 2025-38

• Full-time

• One State Street, New York, NY 10004

• Starting at $22/hr depending on experience

• 1. Minimum Candidate Qualifications:

The candidate must have a minimum of:

a. Proof of eligibility to work in New York State.

b. A Bachelor’s Degree

c. 3 years of experience providing administrative support in an office setting using the Microsoft Office Suite (including

Outlook, Word and Excel).

d. 1 year of experience using LRS (Legislative Retrieval System) to track legislative bills.

e. 3 years of experience using an executive correspondence system.

1. Job Description and Required Services:

The NYS Department of Financial Services is seeking an Assistant to the Executive Assistant/Special Assistant within the Executive Bureau to support the Legislative Affairs team. The selected candidate will work with a high degree of independence and confidentiality while providing professional-level administrative support to Executive Office staff. The

candidate must be detail-oriented and able to multitask in a fast-paced environment.

Duties 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 shepherd 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

1. Submission Requirements:

Candidates that meet the mandatory minimum qualifications and are interested in this position must submit the following:

a. Cover letter

b. Resume

We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.

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