Administrative Assistant 1 (NY HELPS)

Job Title

Assist in answering and screening telephone calls for main and Disclosure phone lines and direct to proper staff; take phone messages that include all pertinent information to enable staff to be prepared when returning the call. Prepare, review and process various personnel forms. Act as a liaison for online performance evaluation, personnel, and benefit questions. Prepare posting notices for items to be filled. Canvass civil service lists and properly record responses. Prepare equipment requests for new employees. Enter and retrieve data using various computer systems and applications. Perform office support duties as directed by supervisor such as preparing correspondence, photocopying, scanning, filing, and assisting with routine clerical functions. Open and distribute incoming mail. Type and proofread from handwritten and printed material, memoranda, correspondence and reports; typing should be accurate and edited to ensure proper spelling, grammar and punctuation usage. Schedule meetings, secure locations for conference rooms, and arrange for visitors as needed. Communicate effectively orally and in writing. Operate office equipment such as printers, photocopiers and scanners. Purchase/requisition functions, including gathering requests from staff for office supplies, etc., research price and availability, reconcile P-Card transactions at month end. Maintain records inventory in C Cage in basement; fulfill requests for records retrieval from C Cage; work with Files Management and OSB staff to transfer records between Wade Road and Campus. Follow Department rules and division procedures and policies including the Code of Conduct, ethics practices, security and confidentiality rules. Adhere to the Department's time and attendance rules and regulations.