Administrative Assistant 1 (NY HELPS)

Administrative Assistant 1

The Administrative Assistant 1 (AA 1) will be responsible for purchase requests for supplies, equipment, and services for the facility. This includes setting up new accounts for vendors, calling vendors to research products and services, answering questions regarding pricing, placing orders, and following up on errors and or omissions with those orders.

The AA 1 will prepare monthly credit card purchasing MAST ensuring all signatures and receipts are collected and organized for submission. They will prepare statements for NYSEG, Verizon, Walmart, and Lowes. The incumbent will complete purchase requisitions in SFS for temporary agency invoices at the Business Services Center (BSC) and handle all payments for internal shipping by FedEx.

The Administrative Assistant 1 will be responsible for answering phone questions from staff and vendors. This includes arranging and coordination all service calls for Xerox copiers and printers.

Reassignment: Current New York State Veterans Home at Oxford employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer: Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant 1 or Administrative Assistant Trainee.

Promotion Provisional Appointment: In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. Candidate must be a current New York State Department of Health (DOH) employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see

If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program.

Open Competitive HELPS qualifications:

• Administrative Assistant Trainee 1 (equated to Salary Grade 8): 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 (equated to Salary Grade 10): 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 (equated to Salary Grade -11): 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.

Preferred Qualifications: The preferred candidate will have experience working in a long-term care setting, dealing primarily with purchasing.