Administrative Assistant II

Description

Overview

You will work with a dedicated group of professionals in our New York, NY office and will be responsible for providing administrative support to the New York State Insurance Case Management Center Vice President and Supervisors. Serves as the designated backup for other support staff, such as reception; responds to miscellaneous correspondences and assembles confidential and sensitive information; and uses independent judgment to prioritize and organize a workload dealing with internal and external parties.

The successful applicant will work from Downtown NYC on a hybrid basis (approximately 40% on-site/2 days a week). This position's starting annual equivalent salary range is $49,300 - $51,900, and a 7.5% incentive opportunity.

Named as one of the 50 best nonprofits to work for by the Non-Profit Times, our employees enjoy rewarding careers in a fast-paced, results-driven environment. Our employees also participate in a comprehensive benefits program that includes medical, dental, orthodontia, and vision coverage, a student loan repayment program, a 403(b) retirement plan with substantial company match, discounted pet insurance, and generous paid time-off benefits.

Responsibilities

• Responds to inquiries in a timely manner; anticipates, troubleshoots, and resolves problems by weighing the importance of facts and issues; ensures that unresolved and complex issues are escalated to management.
• Answers and directs phone calls, schedules meetings, and supports visitors; provides information to visitors and clients.
• Generates and sends correspondence.
• Performs administrative duties such as filing, typing, copying, binding, scanning, etc.
• Makes travel arrangements for executives, such as booking flights, cars, and hotel or restaurant reservations.
• Collaborates with Corporate Services and IS Departments to repair and maintain office equipment (copy
  machines, fax machines, etc.).
• Exhibits polite and professional communication via phone, e-mail, and mail.
• Assists with the organization, maintenance, and submission of documentation and business records; liaises with office staff, AAA corporate office, outside parties, vendors, and others.
• Maintains office supply inventory by checking stock to determine inventory level, anticipating needed supplies, and placing and tracking orders.
• Demonstrates regular, reliable, and predictable job attendance.
• Attends on-site and in-person meetings and training sessions.

Qualifications

Education & Experience: Associate’s degree in business or related discipline; 1-3 years of of experience with extensive customer contact in a client-centered work environment; or an equivalent mix of education and experience.

Language Skills: Ability to read and interpret documents such as legal files, business correspondence, and procedure manuals; ability to write routine reports and business correspondence; ability to speak effectively, both in person and by telephone, to customers, attorneys, arbitrators, mediators, and employees of the organization.

Mathematical Skills: Ability to add, subtract, multiply, and divide into all units of measure, using whole numbers, common fractions, and decimals; ability to compute rate, ratio, and percent and to draw and interpret bar graphs; ability to understand and interpret statistical reports, data charts, and graphs.

Computer Skills:  Intermediate proficiency in Microsoft Outlook, Word, Excel, and creating and managing spreadsheets and database functions.

The American Arbitration Association is an equal opportunity employer (EEO) and considers all employees and applicants for positions without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, marital status, or status as a covered veteran in accordance with applicable federal, state and local laws.