Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1 (NY HELPS)

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).

Work performed includes:

• Providing administrative support to the Deputy Director and department staff.
• Transcribing correspondence for the Deputy Director and department.
• Scheduling and coordinating meetings and appointments.
• Monitoring correspondence prepared for the Deputy Director's signature to ensure timeliness, completeness and accuracy.
• Maintaining document retention and storage practices across digital platforms and follow-up systems. Revising office procedures as required.
• Leveraging and developing best practices for team software tools and use.
• Handling telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff.
• Preparing trip memorandums in advance for approval. Making all travel arrangements and submitting expense reports to payroll.
• Coordinating staffing work schedules for the department to ensure adequate coverage at all times.
• Coordinating and scheduling department staff meetings to ensure the department meets on a monthly basis, if applicable.
• Producing draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents.
• Coordinating department marketing and outreach events to promote Corporation programs. Working directly with Deputy Director on speaking events, marketing and publicity. Ensuring marketing collateral is distributed through various external stakeholders.
• Assisting Program Directors with payment requisitions, tracking and monitoring, contract preparation, and other operational tasks.
• Coordinating with external partners on meetings, promotional events, and program specific projects as necessary.
• Working on the department's reporting metrics and compilings quarterly and year end reporting for each of the program areas.
• Preparing documents for hearings and testimony.
• Coordinating responses to request for input on bills etc. for Deputy Director/department.
• Checking all invoices for accuracy and valid signatures prior to Deputy Director/department head's approvals.
• Performing other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc.

Minimum qualifications include:

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

If interested in this position, please forward a cover letter and resume to the e-mail address below by June 27, 2026. Be sure to indicate the position title and location you are applying for and specify how you meet the minimum qualifications in your cover letter.

New York State is an Equal Opportunity/Affirmative Action employer. Minorities, women, and individuals with disabilities are encouraged to apply. Please contact Human Resources if you require an accommodation.