Two years of secretarial experience OR satisfactory completion of a two-year course in secretarial science from a business school registered with NYS Education Department or from a NYS Community or technical institute recognized by the NY Education Department as following acceptable Education practices OR a satisfactory combination of the above qualifications.

Duties Description

Provide confidential executive support for the Directors of asset classes and their staff including preparing and compiling meeting materials and disseminating to investment teams.
Manage a large volume of travel planning including research for travel arrangements, airline reservations, hotel accommodations, car rental reservations, car service arrangements, and driving directions as needed.
Assist with preparing and processing travel related documents, including pre-approvals, ethics requests, travel expense reports, reconciling receipts, reimbursement requests, and more as needed.
Process and track expense reports in SFS.
Prepare letters, memos, meeting minutes, etc. based on investment officer instruction and personally draft routine letters and memos for the Asset Class Director signatures.
Assist with preparation of materials for investment-related meetings and deal closing (e.g., IIC, etc.).
Assist in the preparation of external reports, including the comprehensive annual financial report, quarterly financial reports, and other public-facing reports.
Assist in the procurement process for investment-related systems and including RFP development and coordination with investment officers, and paperwork generation.

Schedule meetings and manage all aspects of the schedule and appointment calendar, provide video conference support.
Screen telephone calls and visitors, handling routine inquiries where possible; refer callers and visitors to appropriate personnel based on understanding the roles and responsibility of each investment officer.
Pre-register visitors with Security in the Visitor Management System.
Screen and review incoming correspondence and prepare responses to routine matters, refer other correspondence to appropriate individual for response based on understanding the roles and responsibility of each investment officer.
Review and distribute incoming mail; assist investment staff with outgoing mail requests.
Communicate verbally and in writing with internal and external customers.
Occasional travel to the 59 Maiden Lane office in NYC may be periodically required.
Special projects as requested by Asset Class Directors.

Additional Comments

Desired Competencies

High ethical standards and commitment to the fiduciary responsibilities of a pension fund.
Ability to support multiple staff members and provide guidance to Administrative Assistant 1 positions.
Strong written and oral communication skills to assist with reports, presentations, and other internal and external communications.
Ability to meet deadlines, work under supervision, and take a highly detail-oriented approach to work.
Able to exhibit meaningful discretion and confidentiality when handling sensitive materials.

Reasonable Accommodation:
The NYS Office of the State Comptroller provides reasonable accommodations 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 (518) 474-1924.

Candidates from diverse backgrounds are encouraged to apply. The Office of the State Comptroller is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.

Telecommuting:
The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s duties and work performance are aligned with telecommuting they may be allowed to do so. Upon approval to telecommute, OSC employees may telecommute up to 5 days per pay period with supervisory approval.

State Comptroller, Office of the

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Administrative Assistant 2, Item #06881