Administrative Assistant

Position: Administrative Assistant 2 - 10529
Duties Description Under the supervision of a Geographic Information Officer or equivalent with the Digital Transformation Office, Geospatial Services Bureau, Geospatial Services Section, the Administrative Assistant 2 will coordinate meetings and communications with client Agencies, track usage of the statewide GIS contract, handle inquiries from users, and assist with travel arrangements.
Specific duties include, but are not limited to, the following;

• Document and track requests from client agencies. Meeting scheduling and occasional material preparation and note taking.

• Routing phone calls and emails received on the office's general phone number and shared mailbox. With training, the incumbent will be expected to provide initial information to customers.

• SFS Travel Proxy for 40+ GIS Staff, assisting with completing and routing forms.

• Complete travel requests for GIS Staff, with short notice in many cases.

• Create Expense Reports for GIS Staff, with IMT deployments being especially unique.

• Make rental and fleet travel reservations (hotel, plane, train, and automobile).

• Responsible for Data Sharing Agreement administrative functions.

• Help maintain portions of GIS Clearinghouse website including contact information.

• Outreach for Who's Who in GIS.

• Write letters to new and departing members.

• Schedule & handle venue logistics for quarterly meetings.

• Assist with meeting minutes and materials.

• Product research and gathering quotes.

• Mailroom coordination.

• Responsible for outgoing shipments with labels and billing.

• Building 5 Liaison.

• Schedule meetings for managers and track action items.

Minimum Qualifications Current New York State employee with one year or more of permanent,
contingent-permanent or 55b/c service as an Administrative Assistant 2; OR current New York State employee with one year or more of permanent, contingent-permanent or 55b/c service in a position Grade 13 or above and eligible for transfer under Section 70.1 of the Civil Service Law. To be eligible for transfer, you generally must have at least one year of permanent service in a qualifying title or titles.

In
addition, you must have passed an appropriate keyboarding test that demonstrates your ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy. You will not need to take this test if you have served in an appropriate keyboarding title.

Note:

If you are on the examination eligible list for the position title in this location, you do not need to respond to this posting unless you are also eligible for appointment by one of the qualifications listed
above. Candidates must be reachable on the current eligible list for this title in order to be list appointed.

Provisional Opportunity:
Candidates must be qualified employees of New York State and have at least one year of permanent competitive or 55-b/55-c service in any of the following titles:
Administrative Assistant 1, Keyboard Specialist 2, Keyboard Specialist 2 (Spanish Language), Law Department Document Specialist Trainee 2, Office Assistant 2 Keyboarding, Office Assistant 2 Keyboarding (Spanish Language), or Senior Data Entry Machine Operator.
If you are appointed provisionally, you must take the next scheduled Civil Service examination for this title, and your score must be reachable on the resulting eligible list before you can be permanently appointed. If you do not pass the examination or achieve a reachable score, you may not be retained.

Minimum Qualification for 52.7 Non-Competitive Promotion:
If there are no more than three qualified candidates in the promotion field within this agency for this position, the agency will request approval from the Department of Civil Service to fill this position via a noncompetitive promotion (NCP) examination, pursuant to Section 52.7 of the Civil Service Law. In order to be eligible for a NCP, candidates must be a current New York Office of IT Services employee in the
direct promotion field with one year or more permanent, contingent-permanent, or 55b/c status as an Administrative Assistant 1.

Additional Comments ITS will not offer permanent employment to any candidate unless the candidate…