Administrative Assistant 1 (NY HELPS)

Overview Administrative Assistant Trainee 1/ Trainee 2 (NY HELPS) – Division of Science, Technology and Innovation (NYSTAR) Location: Albany, NY Salary Range: $47,695.00 to $58,447.00 annually Appointment Type: Permanent • Jurisdiction Class: Competitive Reference No. 00510 Powered by Note: New York State is an Equal Opportunity/Affirmative Action employer. Minorities, women, and individuals with disabilities are encouraged to apply. Accommodation available upon request. Responsibilities Provide administrative support to the Deputy Director and department staff. Transcribe correspondence for the Deputy Director and department. Schedule and coordinate meetings and appointments. Monitor correspondence prepared for the Deputy Director's signature to ensure timeliness, completeness and accuracy. Maintain document retention and storage practices across digital platforms (Google Drive, SharePoint, and network drives) and follow-up systems. Revise office procedures as required. Leverage and develop best practices for team software tools and use (e.g., Asana, Google Gemini and other AI platforms, AirTable, Submittable, O365, Zoom). Handle telephone inquiries on topics relevant to Office operations; respond and direct technical questions to appropriate staff. Prepare trip memorandums for approval. Arrange travel and submit expense reports to payroll. Coordinate staffing work schedules to ensure adequate department coverage. Coordinate and schedule department staff meetings, aiming for monthly meetings where applicable. Produce draft and finished copies of documents and program correspondence from dictation or handwritten materials. Coordinate department marketing and outreach events; work with the Deputy Director on speaking events, marketing, and publicity; ensure marketing collateral is distributed to external stakeholders. Assist Program Directors with payment requisitions, tracking, contract preparation, and other operational tasks. Coordinate with external partners on meetings, promotional events, and program-specific projects. Work on the department’s reporting metrics and compile quarterly and year-end reporting for each program area. Prepare documents for hearings and testimony. Coordinate responses to requests for input on bills for the Deputy Director/department. Check invoices for accuracy and valid signatures prior to approvals by the Deputy Director/department head. Perform other miscellaneous duties as assigned (e.g., order equipment, supplies, legal materials). Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of NY HELPS, this title may be filled via a non-competitive appointment, meaning no examination is required, but all candidates must meet the minimum qualifications of the title. NY HELPS minimum qualifications apply; at a future date employees hired under NY HELPS may convert to competitive status without another examination. Employees may participate in promotion examinations for which they are qualified. Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software, customer service, business writing, or office administration. Upon satisfactory completion of 12 months of training at Trainee 1, advancement to Trainee 2 occurs automatically. Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software, customer service, business writing, or office administration. Upon satisfactory completion of 12 months of training as a Trainee 2, advancement to the full level occurs. Administrative Assistant 1: Two years of experience in administrative support, including use of office software, customer service, business writing, or office administration. Substitutions for Administrative Assistant 1: Certification or an associate’s degree in related fields may substitute for two years of experience. List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list. Transfer Eligibility: One year of permanent competitive service in a title eligible for transfer; see Civil Service guidance. Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a transfer-eligible title. 55 B/C Qualifications: Individuals certified eligible under the 55 B/C program will be considered; provide eligibility letter if applicable. Preferred Qualifications Proficiency in SFS, Outlook, Word, and Excel. Salary Salary Range: $47,695 - $58,447. Note: Starting salary for candidates with no prior State service will be at the minimum hiring rate. Additional Information Deadline: June 27, 2026. Forward a cover letter and resume to the provided email, indicate the position title and location, and describe how you meet the minimum qualifications. 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. Reference No. 00510 #J-18808-Ljbffr