Administrative Assistant
About The Position
Tryfacta is seeking an Administrative Assistant for a temporary contract assignment supporting the New York State Department of Financial Services’ Legislative Affairs team within the Executive Bureau. The selected candidate will assist the Executive Assistant and Special Assistant, providing professional-level administrative support to Executive Office staff with a high degree of independence and confidentiality. The role requires attention to detail and the ability to multitask in a fast-paced environment. The assignment is listed as 24 months, with a Monday–Friday schedule of 37.5 hours per week, 9:00 a.m. to 5:00 p.m. Telecommuting may be allowed at the hiring manager’s discretion. During the legislative session, the candidate must be willing to work additional or non-standard hours.
Requirements
- Proof of eligibility to work in New York State.
- Bachelor’s degree.
- At least 3 years of experience providing administrative support in an office setting using Microsoft Office Suite, including Outlook, Word, and Excel.
- At least 1 year of experience using the Legislative Retrieval System (LRS) to track legislative bills.
- At least 3 years of experience using an executive correspondence system.
- 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 multitask.
- Must be willing to work additional or non-standard hours during the legislative session.
- Submit a cover letter and resume.
Responsibilities
- Answer telephone calls and greet visitors and staff promptly and professionally.
- Follow up on responses to ensure information is complete and received by established deadlines.
- Review received information for completeness and refer it to the Executive Assistant, Special Assistant, and appropriate staff for action.
- Carry out Special Assistant directives efficiently and in a timely manner.
- Review responses due and make recommendations to appropriate staff or refer responses to the appropriate staff member.
- Research complex or unusual inquiries and gather information to support responses by appropriate staff.
- At the Special Assistant’s direction, internally shepherd correspondence from the Governor, Superintendent, and legislators.
- Assist with telephone calls, respond to questions concerning policy and procedures, and refer complex technical questions to appropriate staff.
- Prepare complex charts, graphs, spreadsheets, and related statistical and narrative materials for executive-level staff.
- Draft confidential and sensitive responses to letters and other correspondence for staff review and signature.
- Assist with organizing departmental legislative bills and bill position letters.
- Design and maintain electronic and hard-copy correspondence files.
- Schedule meetings, maintain executive staff calendars, arrange travel and hotel accommodations, and process reimbursements through the SFS system.
- Arrange meetings and conference calls and coordinate with subordinate staff to prepare and assemble related materials.
- Open and review incoming correspondence and reports, assess their significance, and distribute them to Executive Office staff or the appropriate staff member.
- Prepare and submit NYS Project Sunlight reports and complete appropriate NOA forms.
- Perform other duties as assigned.
