Administrative Assistant 1 (NY HELPS) - 21232

Job Title

Duties Description

Respond to e-mail, phone and in-person Mailroom inquiries; pick up Certified Mail at Post Office, sort/scan for internal delivery; scan and deliver items received from FedEx, UPS and Staples; process SSI letters on inserter machine; envelope orders; work with drivers unloading and organizing supply orders; deliver mail in the Corning Tower; other Mail Room tasks as needed. Enter and track B-1184 requests for purchase funding; enter Purchase Requisitions on Statewide Financial System (SFS) software; coordinate approvals; track Purchase Order issuance; enter purchase receipts and authorize invoice payments; add users to Supply Ordering System; place service calls for Mail Room machinery; complete associated forms, and/or system entries for above. Supervise and/or train small number of staff as needed; interview applicants; maintain and update procedures; coordinate and track subordinates' work assignments. As needed - schedule, coordinate and/or complete transport of interoffice and postal mail, including pickups at local post offices, DOH mailrooms, deliveries/pickups to Capital area DOH locations and OGS Distribution Center.
As needed - schedule, coordinate and/or complete occasional use of box truck for transport to NYS Fair and other occasional transport to various NYS locations. As needed - schedule, coordinate battery and tire pressure checks; oil changes and other regular servicing; car washes; vehicle repairs, new tire installation, etc.
As needed - schedule, coordinate and/or complete removal of surplus equipment and furniture from Capital area DOH locations; sit-to stand desk assembly, light repairs to cubicles, white board hanging, etc.

Minimum Qualifications

Reassignment & Transfer Opportunities: Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.


NY HELPS Non-Competitive:
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.


Substitution: 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. Note: Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.

Additional Comments

This position is part of the NYS HELPS program. No examination is required.


This position may require travel throughout New York State including overnights to areas not served by public transportation.


We offer a work-life balance and a generous benefits package, worth 65% of salary, including:


Holiday & Paid Time Off
Public Service Loan Forgiveness (PSLF)
Pension from New York State Employees' Retirement System
Shift & Geographic pay differentials
Affordable Health Care options
Family dental and vision benefits at no additional cost
NYS Deferred Compensation plan
Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
And many more...


The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health's Mission, Vision, Values and Strategic Plan, please visit:


If you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone View phone number on click.appcast.io or email View email address on click.appcast.io to make a request.


NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.


For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.