Duties Description Duties will include but are not limited to the following:
• Review, prepare and respond to email and general correspondence with regards to all office related matters with the general public, agency staff, administrators, and other state agency’s personnel.
• Answer main telephone line and assist in directing calls/taking messages.
• Accept, distribute mail and package deliveries; post and mail office mail and take UPS packages to drop box; maintain account including ordering of postage supplies and printing of stamps.
• Maintain inventory and order supplies for office, with attention to any special requests; accept deliveries and restock
shelves/distribute supplies.
• Manage all aspects of fleet maintenance such as oil changes, inspections, repair, washer fluid, and car washes.
• Provide administrative assistance to Supervising Investigator and Regional Assistant Chief for any special projects.
• Creating/Designing charts and forms in Word, PowerPoint, and/or Excel.
• Preparing, reviewing, revising, maintaining, and distributing documents accordingly.
• Research rules for approaches to administrative problems or issues
• Schedule interviews for prospective candidates and work with staff in regards to job vacancies.
The preferred candidate will have excellent organizational skills; ability to work well under pressure; and possess a good working knowledge of Microsoft Office Suite products.
Minimum Qualifications *This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
Current New York State Justice Center employee with one year or more permanent, contingent-permanent or 55b/c service as an Administrative Assistant 1 and are interested in reassignment; OR current New York State employees with one year or more of permanent, contingent-permanent or 55b/c service in a position at SG-6 or above and eligible for transfer under section 70.1 of the Civil Service Law.
Non-Competitive Minimum Qualifications:
Two years of experience in administrative support, which includes use of office software (., email, word processing), provision of customer service, business writing, and/or office administration. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Substitution: Certification (., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
For the duration of the NY HELPS Program, this title maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to complete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.