• Administrative Assistant II

    Job Location(s) US-NY-New York
    Job ID
    AA-NY-2018
    Category
    Administrative/Clerical
  • Overview

    As an Administrative Assistant II in the New York State Insurance Division, you will be responsible for providing administrative support for NYICMC to the VP and Center Managers; serve as the designated back-up for other support staff, such as reception; respond to miscellaneous correspondences and assembles confidential and sensitive information; use independent judgment to prioritize and organize a workload dealing with internal and external parties.

     

    We offer a competitive salary and the opportunity to have a rewarding career in a fast-paced, results-driven environment. Our comprehensive benefits program includes the following: health and Rx, dental and orthodontia, vision, discounted pet insurance, disability insurance, basic and supplemental life insurance, 403(b) and Roth 403(b) retirement plans w/company match, a discounted corporate FitBit program, and generous paid time-off benefits.

    Responsibilities

    To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions. Regular, predictable and reliable attendance is an essential job function.

    • Assists with the organization, maintenance and submission of documentation and information (organization charts, on-boarding and new hire activities); supports NYICMC management with cyclical and standard projects, invoices and budget matters, liaises with internal and external parties (staff, AAA corporate office, outside parties, vendors).
    • Schedules and organizes activities, meetings, travel, and conferences for all members of the department.  
    • Assists and coordinates planning for special presentations and various other meetings and events (makes room arrangements and sends invitations.)
    • Maintains records and files (i.e. staff information, recruitment activity and other business and staff administrative information); periodically reviews, identifies and reports inaccuracies to supervisor.
    • Communicates and interacts with staff on assignments including payroll matters and concerns.
    • Writes correspondence, prepares documents and related data/spreadsheets; prepares internal documents for dissemination to staff members, and document submissions to corporate office.
    • Conducts timely follow-ups on work activities to meet deadlines; responds appropriately to all inquiries and prioritizes time sensitive matters.
    • Provides back-up coverage for the administrative support staff, including reception duties.
    • Reviews and escalates complex issues to direct supervisor or management when necessary.

    Qualifications

    Education & Experience: High School degree or GED; 3 years of progressive experience in an administrative support capacity; or an equivalent mix of education and experience.

    Language Skills:  Ability to read and interpret documents such as legal files, business correspondence and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, arbitrators, mediators or employees of the organization.

    Mathematical Skills:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals; ability to compute rate, ratio, and percent and to interpret bar graphs.

    Computer Skills: Intermediate proficiency in Outlook, Word, PowerPoint, Excel, creating and managing spreadsheets and database functions.

     

    The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.

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