Administrative Assistant 1/Trainee 2/Trainee 1 (NY Helps)

Administrative Assistant

As an Administrative Assistant you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, you would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency. You would review incoming correspondence and draft responses where appropriate; review outgoing correspondence; research background information; transmit instructions to staff; and conduct follow-up. You would handle telephone calls, assist visitors and respond to questions; coordinate and arrange meetings; establish office procedures; design, set-up, and maintain office filing systems (including electronic); resolve day-to-day operational problems; coordinate information flow by acting as liaison among key executives, staff and other employees, and the public; and operate equipment which requires the skilled use of a standard alpha-numeric keyboard to produce correspondence, reports, and other agency documents.

An Administrative Assistant performs many secretarial tasks but does not fully participate in the management of an office or in the full scope of the program.

Duties will include, but are not limited to:

• IT/CSMIN Support
• TCI Coordinator Assistance
• General Office Duties
• Assist Regional Compliance Specialist as needed
• Assist Regional Change Order Specialist as needed

Full Duties will be discussed at the time of interview.

ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT Trainees will be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:

• Computer Skills and Technology
• Interpersonal and Customer Relations
• Professionalism and Self-Management
• Verbal and Written Communication

Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency.

The following four administrative support core courses are mandatory and should be completed before advancement or appointment to Administrative Assistant Trainee 2:

• Microsoft Word Basics
• Customer Service
• Organized Office Worker
• Successful Business Writing

Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.

Responsibilities may include serving a role within the Incident Command System to support the department's response to regional and statewide emergency situations.