Administrative Assistant 1/Trainee

Administrative Assistant 1 As an Administrative Assistant 1, you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, the Administrative Assistant 1 would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency. The incumbent will be assigned to the Human Resources Office and under the direction of the Human Resources Specialist 2 will be responsible for a full range of staffing activities, including but not limited to: Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals. Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. Tracks and coordinates assignments. Manages paper and electronic mailing systems. Uses various information technology applications such as email, database, spreadsheets and word processing applications. Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors. Helps coordinates conferences, meetings, or special events. Completes forms in accordance with agency procedures. Makes copies of various documents, places them in proper files, and distributes them to appropriate staff. Locates and attaches appropriate files to incoming correspondence requiring replies. Manages projects or contributes to committee or team work. Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be distributed. Creates conference or event materials such as flyers or invitations. May supervise other clerical staff and provide training and orientation to new staff. Processing for new employees. Scheduling EHS appointments for potential candidates. Assisting at Hiring Events with greeting candidates. Collecting required documentation, and general assistance. Maintain organized systems for filing for employee history files, candidate applications, prospective employee folders. Typing various correspondence. Scheduling interviews, meetings, and tests. Reviewing outgoing/in-coming correspondence and reports to determine their significance. Receive and prepare responses to letters, calls and visitors concerning program policies and inquiries. Prepare reports using various programs, research background information, transmit instructions, and conduct follow-up. Assists Administrators by conducting background checks for new employees. Maintains various spreadsheets using various programs. Maintain employee files. Other duties as assigned. Minimum Qualifications OPEN COMPETITIVE QUALIFICATIONS: The position may be filled at the Administrative Assistant Trainee 1 level equated to SG-8, Administrative Assistant Trainee 2 level equated to SG-10, or full performance Administrative Assistant 1 SG-11, based on education and experience. Candidates hired at the trainee level will be advanced to the full performance level following the successful completion of the traineeship. 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. OR 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. COMPETITIVE MINIMUM QUALIFICATIONS Candidates must be reachable for appointment on the current Civil Service Eligible List for this title. 70.1 TRANSFER QUALIFICATIONS Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND must have completed all required mandatory and elective coursework. Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55 b/c service in a title SG-6 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law. Administrative Assistant Trainee 2: Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-8 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: 55 B/C QUALIFICATIONS: Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement. Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary) Have a current Eligibility Letter from the NYS Department of Civil Service, and be able to provide it to the Human Resources Office upon request. Additional Comments This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS Program titles may be filled via a non-competitive appointment. This means that you do not need to take an exam to qualify, but you do need to meet the minimum qualifications of the title. At a future date (within one year of permanent appointment), employees hired under NY HELPS are expected to have their permanent non-competitive employment status converted to permanent competitive status. You will not have to take an exam to gain permanent competitive status. Appointments may also be made at the Administrative Assistant Trainee levels. Candidates hired at the entry-level title (Administrative Assistant Trainee 1) will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11. Salary range listed below encompasses the hiring rate of an Administrative Assistant Trainee 1 through the job rate of an Administrative Assistant 1. Administrative Assistant Trainee 1: $44,625* Administrative Assistant Trainee 2: $49,260* Administrative Assistant 1: $52,006* - $64,467* *Amounts include Downstate adjustment ($4,000). If you are currently a New York State employee serving in a permanent competitive qualifying title and eligible for a transfer via Section 70.1 of the Civil Service Law, you may be appointed to this title as a permanent competitive employee. Preference will be given to OPWDD employees impacted by closures. If you are being impacted by closure, please indicate this on your resume. All OPWDD employees must be eligible and maintain eligibility for full and unconditional participation in the Medicare and Medicaid programs. Continued employment will depend on maintaining eligibility. If you are employed by state government you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions