KNOWLEDGE BUILDERS
Administrative Assistant-2025-13
Full-time
One State Street, New York, NY 10004
Starting at $18 depending on Experience
Minimum Candidate Qualifications:
The candidate must have a minimum of:
a-1. Bachelor’s Degree
OR
a-2. High School / High School Equivalency Diploma with at least two years of experience in administrative support
b. Eligible to work in New York State
Job Description and Required Services:
• Use of various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite):
o Composes, types, and distributes correspondence, and reports
o Sets up and manages paper and electronic filing systems
o Creates, maintains, and enters information into spreadsheets and databases:
(SLMS, DFS Designations, Fed Provider)
Updates SLMS and Fed Provider database as changes are made to enrollments, find replacements for classes, inform Fed providers of changes, track, collect and record certificates/attestations for completed classes (in SLMS)
o Creates and maintains SLMS courses and classes for Fed Provider and NAIC:
Maintains records for Fed Provider and NAIC courses
Track, collect and record certificates/attestations for completed classes
• Answers telephone; give information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Enters visitor information into Building Security system.
• Operates office equipment such as printers, scanners, copiers, etc.; and arranges for repairs when equipment malfunctions.
• Manage Training Unit correspondence and mail:
o Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries
o Mails various items including letters, reports, and training materials; and prepares packages and arranges for them to be shipped
o Completes forms in accordance with agency procedures
Locates and attaches appropriate files
o Makes copies of various documents, places them in proper files, and distributes them to appropriate staff
• Manage the Training Unit shared email accounts:
o Handles inquiries from staff or forwards them to program managers
Locates and attaches appropriate files to incoming correspondence requiring replies
o Files completed inquiries
o Schedules and confirms appointments for clients, customers, or supervisors
Creates and Maintains SLMS records for these learning events and provides staff with certificates as needed
• Manages Training resources (rooms and equipment):
o Manages training rooms and resources, coordinates with Office Services and IT Helpdesk on rooms requests
Communicates with Office Services and IT Helpdesk to ensure that room resources/technology are in working order and submits requests for maintenance/ assistance when necessary
• Searches for information using various sources including the internet.
• Participates in projects or contributes to committee or teamwork.
• Other duties as assigned.
Preferred skills/abilities:
-Proficiency in various information technology applications such as email, database, spreadsheets, and word processing
applications (including Microsoft Office Suite)
-Familiarity with virtual meeting platforms (Webex, Teams, Adobe Connect, etc).
Click to Apply (https://evoportalus.tracker-rms.com/KnowledgeBuilders/apply?jobcode=18592)
Full-time
One State Street, New York, NY 10004
Starting at $18 depending on Experience
Minimum Candidate Qualifications:
The candidate must have a minimum of:
a-1. Bachelor’s Degree
OR
a-2. High School / High School Equivalency Diploma with at least two years of experience in administrative support
b. Eligible to work in New York State
Job Description and Required Services:
• Use of various information technology applications such as email, database, spreadsheets, and word processing applications (including Microsoft Office Suite):
o Composes, types, and distributes correspondence, and reports
o Sets up and manages paper and electronic filing systems
o Creates, maintains, and enters information into spreadsheets and databases:
(SLMS, DFS Designations, Fed Provider)
Updates SLMS and Fed Provider database as changes are made to enrollments, find replacements for classes, inform Fed providers of changes, track, collect and record certificates/attestations for completed classes (in SLMS)
o Creates and maintains SLMS courses and classes for Fed Provider and NAIC:
Maintains records for Fed Provider and NAIC courses
Track, collect and record certificates/attestations for completed classes
• Answers telephone; give information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Enters visitor information into Building Security system.
• Operates office equipment such as printers, scanners, copiers, etc.; and arranges for repairs when equipment malfunctions.
• Manage Training Unit correspondence and mail:
o Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries
o Mails various items including letters, reports, and training materials; and prepares packages and arranges for them to be shipped
o Completes forms in accordance with agency procedures
Locates and attaches appropriate files
o Makes copies of various documents, places them in proper files, and distributes them to appropriate staff
• Manage the Training Unit shared email accounts:
o Handles inquiries from staff or forwards them to program managers
Locates and attaches appropriate files to incoming correspondence requiring replies
o Files completed inquiries
o Schedules and confirms appointments for clients, customers, or supervisors
Creates and Maintains SLMS records for these learning events and provides staff with certificates as needed
• Manages Training resources (rooms and equipment):
o Manages training rooms and resources, coordinates with Office Services and IT Helpdesk on rooms requests
Communicates with Office Services and IT Helpdesk to ensure that room resources/technology are in working order and submits requests for maintenance/ assistance when necessary
• Searches for information using various sources including the internet.
• Participates in projects or contributes to committee or teamwork.
• Other duties as assigned.
Preferred skills/abilities:
-Proficiency in various information technology applications such as email, database, spreadsheets, and word processing
applications (including Microsoft Office Suite)
-Familiarity with virtual meeting platforms (Webex, Teams, Adobe Connect, etc).
Click to Apply (https://evoportalus.tracker-rms.com/KnowledgeBuilders/apply?jobcode=18592)