Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

This Administrative Assistant position will be assigned to the NYS DEC Region 1 Division of Materials Management. The duties of this position are as follows:

• Answer phones, and give information to callers, take messages, and transfer calls to appropriate individuals.
• Distribute incoming mail, including e-mails to the general e-mail boxes, or other materials, and provide answers to routine inquiries. Mail or e-mail various items, including letters and reports; and prepare packages and arrange for them to be shipped. Order and distribute supplies.
• Use various information technology applications such as email, databases, spreadsheets and word processing applications. Create, maintain, and enter information into spreadsheets and databases. Track assignments and update status as appropriate. Create conference or event materials such as flyers or invitations.
• Manage paper and electronic filing systems. Handle of FOIL requests as needed, including preparing and uploading documents to GovQA.
• Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.
• Schedule and confirm appointments for staff. Coordinate conferences, meetings, or special events, including travel arrangements for staff and outreach events. Create and/or submit travel expense reports for staff.
• Compose, type, and distribute meeting notes, correspondences, and reports. May take meeting minutes as requested.
• Review work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Occasionally provide reception desk coverage in the absence of reception staff, and greet visitors to the regional office.
• May supervise other clerical staff.

All work must be completed in a professional manner consistent with Department policies and procedures.

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

Non-competitive qualifications for NYHELPS:

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.

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.

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.

Competitive qualifications:

Reassignment – Currently in the title and an employee of DEC

OR

Reinstatement Eligible – Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis

OR

Transfer Eligible – One year of permanent competitive service at Salary Grade 6* or higher and:

Eligible for transfer under Section 70.1: Permanent competitive service as an Administrative Assistant 1 (formerly Secretary 1), Administrative Assistant 2 (formerly Secretary 2), Accountant Aide including Trainee 1 & 2, Business Document Specialist 1 & 2, Program Aide, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 1, Office Assistant 1 (Keyboarding), Office Assistant 2, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Keyboarding), Office Assistant 2 (Stores/Mail), Office Assistant 3, Office Assistant 3 (Calculations), Senior Offset Machine Operator, Stores & Mail Operations Supervisor.

Also, any language parenthetic for the above titles. Additional titles which qualify can be found on the Department of Civil Service website, search "GOT-IT".

*Note: Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $40,391 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $45,081) leading to Administrative Assistant 1, Grade 11 ($47,695). Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.