Administrative Assistant

Administrative Assistant Trainee I

Duties Description

Standard Duties:

• Review and assist with development of new office procedures to enhance efficiency

• Design and implement filing systems, integrating both physical and electronic components

• Maintain an efficient workflow to support daily operations

• Resolve day-to-day operational issues to ensure smooth business processes

• Respond promptly to phone calls and other communications

• Organize, expedite and follow up on multiple projects to meet deadlines

• Coordinate the flow of information via accurate reporting and department communications

• Track and coordinate assignments across teams to ensure accountability

• Create, maintain and update data in spreadsheets and databases

• Provide exceptional customer service to both internal and external contacts

• Collaborate with management and staff to optimize software usage, exploring advanced features and sharing best practices

• All other assigned duties

Additional Duties Include:

• Participate in change in organizational transformations, ensuring successful adoption and alignment with strategic objectives

• Engage in technology and innovation by leveraging emerging technologies to optimize processes and enhance customer experiences

• Proactively manage relationships with key stakeholders internally and externally

• Think strategically about current and future organizational needs

• Adapt to shifting priorities

• Participate in the comprehensive process of implementing changes, ensuring smooth transitions, effective communication, and minimal disruption

• Proactively identify, address, and resolve conflicts to foster constructive dialogue and a productive, collaborative work environment

• Analyze issues, make sound judgments, and implement effective solutions to drive positive outcomes

• Proactively identify potential challenges and identify preventative solutions

• Take part in team collaboration and achieve agency objectives

• Effectively convey information, ideas, and expectations to diverse audiences through various channels, ensuring clarity and understanding

• Foster an inclusive and equitable environment that values and leverages the strengths of a diverse workforce

• Ensure exceptional customer service by proactively addressing needs and expectations

• Demonstrate self-awareness and empathy to effectively manage relationships, build trust, and foster productive interactions

• Uphold the highest standards of ethical conduct and professional integrity in all actions and decisions

• Maintain and apply an understanding of relevant technologies and digital tools to optimize performance and drive innovation

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, if they meet the below NY HELPS minimum qualifications.

NY HELPS Non-Competitive Minimum Qualifications:

• Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., 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. 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 at the Trainee 1, you will automatically advance to Trainee 2.

• Administrative Assistant Trainee 2: One year of experience in administrative support, which includes use of office software (e.g., 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. 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 2 you 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 (e.g., 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.

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 (e.g., 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.

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.

Note: It is essential that you describe your qualifying education and/or experience as completely as possible on your application; your application should describe in detail the kind of service and information you provide to the general public. Omissions or vagueness may not be interpreted in your favor. Additionally, in accordance with Civil Service Law, provisional service immediately prior to a permanent appointment to this title is now credited towards the completion of probation upon permanent appointment.

Competitive Minimum Qualifications:

• 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 an Administrative Assistant 1/Trainee 1/2. If you have less than one year, you must be reachable on the current Administrative Assistant 1/Trainee 1/2 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 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1/Trainee 1/2 is available through Civil Service GOT-IT available at

Preferred Qualifications:

• Ability to initiate and maintain relationships across a diverse set of stakeholders.

Additional Comments

Candidates with no previous state service will begin at the starting rate of the salary range listed above.

If you are a current NYS employee and have questions regarding salary, please contact the Business Services Center (BSC): View phone number on click.appcast.io, View email address on click.appcast.io.

Telecommuting is available and can be discussed during the interview.

NYS Department of Labor does not participate in E-Verify and does not sponsor visa applications.

Employment at the Department of Labor is contingent upon the maintenance of a valid work authorization and necessary documentation to work legally in the United States.

Please note: Due