Job Description
Job Description
Minimum Candidate Qualifications:
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):
Composes, types, and distributes correspondence, and reports
Sets up and manages paper and electronic filing systems
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)
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 the 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:
Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries
Mails various items including letters, reports, and training materials; and prepares packages and arranges for them to be shipped
Completes forms in accordance with agency procedures
Locates and attaches appropriate files
Makes copies of various documents, places them in proper files, and distributes them to appropriate staff
Manage the Training Unit shared email accounts:
Handles inquiries from staff or forwards them to program managers
Locates and attaches appropriate files to incoming correspondence requiring replies
Files completed inquiries
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):
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).