Administrative Assistant 1 (NY HELPS)

Administrative Assistant

The incumbent must be able to perform the following essential functions:

• Communicate effectively, both verbally and in writing, to handle inquiries and provide information to the public and Department personnel, other divisions, internal and external contacts
• Maintain confidential documents, information, and files in both electronic and paper formats.
• Maintain office phone lists, and seating charts.
• Maintain performance evaluation tracking database and send emails to supervisors.
• Respond to inquiries in a timely and professional manner
• Assist with office coverage, answering telephone and responding to email inquiries and ability to direct to appropriate staff
• Supervise clerical staff including mentoring staff and preparing staff evaluations of staff performance
• Operate office equipment such as printers, photocopiers
• Manipulate an alpha numeric keyboard to effectively use a PC and appropriate software; Proficient in the use of various software applications such as Microsoft Office including Excel, Word, Outlook, and PowerPoint, and department computer systems
• Create, organize and maintain files, workflow, logs, protocols and procedures, both electronic and paper based; maintain automated and manual tracking systems; manage and maintain office calendars; schedule meetings and make travel arrangements; type, format, edit and gather information to create documents and generate reports
• Create, type, edit, proofread and format documents, memos and letters as well as generate reports and maintain records as needed and record minutes of meetings
• Prepare outgoing mail, sort, and distribute incoming mail, photocopy and scan documents, organize large volumes of documents, send and receive faxes, type and perform other routine clerical functions as required
• Demonstrate knowledge, understanding and correct application of standard office procedures
• Coordinate office workflow within CED by reviewing and logging all incoming correspondence, distributing assignments, and tracking progress as appropriate
• Collaborate constructively with other staff to identify problem areas and resolve issues
• Organize and track all office supplies, coordinate and track purchase requests
• Process payments and transmittals to banks, acknowledge and complete transmittals upon receipt from the bank
• Fulfill and maintain regional office stationery database requests with a high degree of accuracy and precision
• Comply with the Office of Human Resources Management, Affirmative Action, Code of Conduct, Ethics, and Internal Control rules, policies, and procedures
• Handle sensitive applications, requests, and inquiries; adhere to the secrecy provision
• Adhere to the Department's time and attendance rules and regulations

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 maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class examination for which they are qualified.

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.
• 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.
• 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.

Note: Advanced placement in a traineeship is at the discretion of the hiring agency.

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.

COMPETITIVE MINIMUM QUALIFICATIONS:

• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations
• Reachable on the appropriate eligible list for this title and location.
• Acceptable proof of degree for US accredited schools: unofficial transcripts or diploma showing ALL of the following information:
• Your name
• School name
• Degree was earned/awarded/conferred
• Degree concentration/ major
• Date degree was earned
• Degrees earned from schools outside the United States:
• You must provide an evaluation from one of the approved evaluators listed here:

Note: Advanced placement in a traineeship is at the discretion of the hiring agency.

PROOF OF DEGREE IS REQUIRED WITH YOUR APPLICATION: PLEASE INCLUDE YOUR UNOFFICIAL TRANSCRIPTS, DIPOLMA, OR EDUCATION EVALUATION SHOWING YOUR DEGREE WAS AWARDED.

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).

Work hours and telecommuting will be discussed at the interview.