Administrative Assistant 1, Administrative Assistant Trainee 1/ Trainee 2 (NY HELPS)

Administrative Assistant Position

Under the general direction of the Deputy Director, the incumbent of this position will be responsible for providing administrative assistance to the Division of Science, Technology and Innovation (NYSTAR).

Duties include but are not limited to:

• Provide administrative support to the Deputy Director and department staff.
• Transcribing correspondence for the Deputy Director and department.
• Schedule and coordinate meetings and appointments.
• Monitor correspondence prepared for the Deputy Director's signature to ensure timeliness, completeness and accuracy.
• Maintain document retention and storage practices across digital platforms (Google Drive, Sharepoint, and network drives) and follow-up systems. Revises office procedures as required.
• Leverage and develop best practices for team software tools and use (ex: Asana, Google Gemini and other AI platforms, AirTable, Submittable, o365, Zoom, etc).
• Handle telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff.
• Prepare trip memorandums in advance for approval. Make all travel arrangements and submit expense reports to payroll.
• Coordinates staffing work schedules for the department to ensure adequate coverage at all times.
• Coordinate and schedule department staff meetings to ensure the department meets on a monthly basis, if applicable.
• Produce draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents.
• Coordinate department marketing and outreach events to promote Corporation programs. Works directly with Deputy Director on speaking events, marketing and publicity. Ensure marketing collateral is distributed through various external stakeholders.
• Assist Program Directors with payment requisitions, tracking and monitoring, contract preparation, and other operational tasks.
• Coordinate with external partners on meetings, promotional events, and program specific projects as necessary.
• Work on the department's reporting metrics and compiles quarterly and year end reporting for each of the program areas.
• Prepare documents for hearings and testimony.
• Coordinate responses to request for input on bills etc. for Deputy Director/department.
• Check all invoices for accuracy and valid signatures prior to Deputy Director/department head's approvals.
• Perform other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc.

NY HELPS MINIMUM QUALIFICATIONS:

To be considered for appointment through NY HELPS, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

• 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. 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. 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.
• Substitutions for Administrative Assistant 1: Certification (e.g., 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.

SALARY RANGE: $47,695 - $58,447 Note: The starting salary for candidates with no prior State service will be at the minimum hiring rate.

Some positions may require additional credentials or a background check to verify your identity.