Administrative Assistant 1, SG-11

The New York State Department of Financial Services seeks to build an equitable, transparent, and resilient financial system that benefits individuals and supports business. Through engagement, data-driven regulation and policy, and operational excellence, the Department and its employees are responsible for empowering consumers and protecting them from financial harm; ensuring the health of the entities we regulate; driving economic growth in New York through responsible innovation; and preserving the stability of the global financial system.

The Department of Financial Services is seeking candidates for the position of Administrative Assistant 1 in the Cybersecurity Division. Duties include, but are not limited to, the following:

• Provides administrative support to the Deputy Superintendent; including coordinating day-to-day operations;
• Performs a variety of substantive professional, technical, and administrative duties under the supervision and guidance of professional staff;
• Maintains the Deputy Superintendent’s calendar, schedules meetings and conference calls, arrange travel and reservations, and prepares handouts, presentations and background materials;
• Assists in scheduling of covered entity examinations, ensuring proper coordination and documentation;
• Coordinates with business units on issuance of examination correspondence and procurement of examination reports to support ongoing examinations;
• Responds to incoming phone calls, emails and correspondence or refers to appropriate staff, gathers and provides any background information for inquiries, and brings critical issues to the attention of the Deputy Superintendent as necessary;
• Maintains mail logs, scans and distributes mail as requested by staff;
• Tracks supervisory memoranda and reports and maintains logs of examination reports and findings;
• Utilizes the use of the Supervisory systems including but not limited to, Examination & Assessment System, and Linx databases; Microsoft Excel; Word, and the business unit (Cybersecurity) portal;
• Maintains records of files to be archived or needed for archival retrieval;
• Assists the Deputy Superintendent with ad hoc projects creating summary documents and data utilizing desktop automation such as excel and PowerPoint; and
• Coordinates tracking business unit staffing priorities and vacancy postings and canvassing activities.

Minimum Qualifications

Appointment Method:

List Appointment: Candidates must be reachable on the Civil Service eligible list for 38-701010.

Transfer: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law.

Information regarding transfer eligibility may be available on the Civil Service Career Mobility Office website at http://careermobilityoffice.cs.ny.gov/cmo/.

Please Note that under Civil Service Law, an employee cannot have two consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.

Minimum Qualifications:

Trainee 1- 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.

Trainee 2- One year of experience as described above. 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.

Journey Level- Two years of experience as described above. 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.

Ny Helps:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (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 of the title for which they apply (see minimum qualifications above). At this time, agencies may recruit and hire employees by making permanent non-competitive appointments. At a future date (within one year of 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. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.