Duties Description The Administrative Assistant 1 will provide administrative office support. Specific activities performed are:
• Screen and refer all telephone calls for the program to the appropriate staff
• Examine daily mail
• Establishing and implementing procedures to maintain an efficient workflow.
• Scan and format documents
• Prepare routine correspondence
• Manage multiple databases
• Keep office records and files using a variety of software.
• Coordinate all activities in district offices
• Perform other duties as assigned by the Program Manager
Minimum Qualifications This title is part of the New York Hiring for Emergency LimitedPlacement Statewide program (NY HELPS). For the duration ofthe NY HELPS Program, this title may be filled via a non-competitive appointment, if they meet the below NY HELPSminimum qualifications.
NY HELPS Non-Competitive Minimum Qualifications:
Administrative Assistant Trainee 1:
Six months of experience in administrative support, which includes use of office software(., email, word processing), provision of customer service,business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Uponsatisfactory completion of the 12-month training at the Trainee1, you will automatically advance to Trainee 2.
Administrative Assistant Trainee 2:
One year of experience in administrative support, which includes use of office software(., email, word processing), provision of customer service,business writing, and/or office administration. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2you will advance to the full level of this title without further examination.
Administrative Assistant 1: 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.
Or
Administrative Assistant Trainee 1:
New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 1(Keyboarding) or Office Assistant 1 (Keyboarding) (Spanish Language).
Administrative Assistant Trainee 2:
New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 2(Keyboarding) or Office Assistant 2 (Keyboarding) (Spanish Language).
Substitution: Certification (., IAAP Certified Administrative Professional) or associate’s degree in office administration,secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded 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. If you are interested in the NY-HELPS program, or this position, you may reply to this vacancy posting, or you may visit the New York State Department of Civil Service website at
/help/ (copy and paste in browser) to register today, in three easy steps.
Subsequent 55 B/C Qualifications:
A subsequent 55b/c appointment may be considered if you have one year of permanent or contingent-permanent service in a Grade 6 or higher position and have a current Civil Service 55b/c approval letter.
Reassignment Qualifications:
Current Department of Labor employees only, with at least one year of permanent, contingent-permanent, or 55b/c service in a/an Administrative Assistant 1/Trainee 1/Trainee 2; if you have less than one year, you must be reachable on the current Administrative Assistant 1/Trainee 1/Trainee 2 eligible list for this location, if one exists.
70.1 Transfer Qualifications:
One year of permanent or contingent-permanent as a Grade 6 or higher determined to be similar by Civil Service.
Appointment may be made at a traineeship level (Administrative Assistant Trainee 1, NS eq. Grade 8, and Administrative Assistant Trainee 2, NS eq. Grade 10 leading to Administrative Assistant 1, Grade 11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas. Candidates appointed to the Trainee 2 level will be required to complete the elective courses prior to advancing to full title. The courses are offered to CSEA and M/C employees through the New York State & CSEA Partnership. Trainees will be able to complete the courses either through classroom or online training and webinars. Transfer eligible candidates can complete the required coursework prior to appointment to be eligible for advance placement into the Administrative Assistant Trainee 2 or Administrative Assistant 1.
Note: For all transfers noted, a comprehensive list of titles approved for transfer is available through Civil Service GOT-IT at https:///cmo/gotit
Preferred Qualifications:
Ability to initiate and maintain relationships across a diverse set of stakeholders.
Some positions may require additional credentials or a background check to verify your identity.