Review Vacancy
AgencyTeachers' Retirement System
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitCSEA Local 658 (NYS Teachers’ Retirement System)
Salary RangeFrom $51773 to $64657 Annually
Minimum Qualifications Minimum Qualifications:
EITHER: 1) Reachable on the Civil Service eligible list; OR 2) Eligible for reassignment by virtue of having permanent competitive service as a Secretary 2 (SG-15); OR 3) Eligible for transfer under the provisions of Section 70.1 of the Civil Service Law.
Duties Description The duties of the Secretary 2 include, but are not limited to, the following:
• Deliver mail to IS and Facilities Services
• Distribute various documents to appropriate staff including, but not limited to, meeting minutes, project meeting information and authorization documents
• Order and deliver appropriate supplies for the Facility Services and IT departments
• Electronically scan and/or file invoices, maintenance requests, contracts and any other documentation needed by the Facility Services and IT departments
• Control the usage of the auditorium by accepting/confirming all requests for use of the auditorium, ensuring proper setup for each event and working directly with all departments to resolve problems with room usage
• Assist Facilities Services and IT departments with all purchase request processing including, but not limited to, creating requests, ensuring requests are for LEED products if appropriate, ensuring appropriate requests are made via credit card, scan documentation related to requests and file them appropriately and ensuring appropriate tax exempt forms are completed and filed accordingly
• Work directly with vendors to process invoice/billing corrections, obtain quotes and get refunds if needed and/or contract agreements
• Assist with coordinating staff training opportunities and travel plans
• Accumulate data and create reports as needed
• Update various documents to properly reflect staff changes
• Assist with on-boarding new employees by creating id badges
• Reconcile credit card usage for the Facility Services and IT departments
• Assist the Facility Services department with implementation and monitoring of all aspects of the LEED program
• Assist in auditing and verifying appropriate building access levels
• Assist in coordinating various exercises related to the business continuity and disaster recovery program
• Work directly with all department managers to maintain the organization’s Administrative Policy Manual and Business Continuity/Disaster Recovery Manual
• Update the NYSTRS’ gift policy letter and send annually to appropriate System vendors
Additional Comments The position of Secretary 2 will provide support to the executive, management and other professional staff of the Operations Division by carrying out the required day-to-day administrative activities. The position requires the incumbent to function independently with little direction or review of their work, therefore the ability to make decisions and demonstrate good judgment is essential to fulfill this role.
NYSTRS is an equal opportunity employer. We are committed to fostering an inclusive environment where diversity is valued and recognized as a source of strength and enrichment. We seek to attract talented people from a diverse range of backgrounds and cultures.
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