Administrative Assistant 1 (NY HELPS)

Administrative Assistant

The incumbent of this position reports to the Administrative Analyst and provides administrative functions to support the permanent and temporary employees in the Processing Division. The Administrative Assistant will perform essential functions including but not limited to:

• Provide clerical support to Staffing Services, including scheduling interviews and creating, maintaining, and entering information into spreadsheets and databases
• Open, review, sort and distribute mail in accordance with staff assignments
• Maintain tracking spreadsheets concerning certain employee information or status, such as Probationary/Discretionary Leaves, Voluntary Reduction in Work Schedule (VRWS) and Alternate Work Schedule (AWS) applications
• Answer telephone and provide information to callers, take messages, and transfer calls to appropriate individuals.
• Maintain and update office procedures
• Design, set up, and maintain files of correspondence or documents
• Assist with tracking and maintaining performance report completion and status, including assisting with any necessary outreach to supervisors and managers
• Provide direct supervision to subordinate staff
• Communicate effectively, both verbally and in writing, to respond to inquiries from Department staff and external candidates
• Assist with onboarding and offboarding tasks as needed, including assisting with the completion of forms in accordance with agency procedures.
• Meet the Department's time and attendance rules and regulations.

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).

Note: Due to the nature of this position, newly hired employees will not be eligible to telecommute. After the specified training period, employees may be allowed to submit a telecommuting application in accordance with the Department's policy and subject to management approval.