Administrative Assistant​/Trainee ; NY HELPS - Visitor Entry & Reservations Bureau

Position: Administrative Assistant 1/Trainee 1/2 (NY HELPS) - Visitor Entry & Reservations Bureau
Duties Description This Administrative Assistant 1/Trainee 1/2 is with the Visitor Entry & Reservations Bureau within the Office of Parks, Recreation and Historic Preservation (OPRHP), located in Albany, NY. This Administrative Assistant 1 works as part of the Bureau's Reservations Team to provide day-to-day support to the Reservations Manager and Coordinator. The team is responsible for the program, policy, and guidance of the Agency's statewide camping, day-use site, and marina slip operations, which consists of 68 campgrounds, 86 day-use site facilities, and seven marina slip facilities.

The portfolio generates approximately 244,000 reservations and $28.2 million in revenue annually.

The duties of this position will include but are not limited to the following:

• Help with daily tasks for the Facility Reservation System using Microsoft Office and other software.

• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.

• Keep track of when sites are closed or opened.

• Update inventory and facility information.

• Operates office equipment such as printers, scanners, and copiers.

• Know and apply rules about camping and day-use sites to help staff.

• Support the team with new programs and policies.

• Help manage shared email accounts and respond to questions from patrons by email or phone.

• Assist the team with data collection, reports, and writing documents.

• Provide backup support to the Reservations Team when needed.

• Coordinates conferences, meetings, or special events.

• Occasionally attend events to promote the agency.

• Do other tasks and help with special projects as needed.

Minimum Qualifications If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

NY HELPS or 55-b/c

QUALIFICATIONS:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
* To be considered for appointment through NY HELPS, or 55-b/c, candidates must meet the open-competitive minimum qualifications for this position. The qualifications are:

Administrative Assistant Trainee 1 (Non-Statutory Equated to SG-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 (Non-Statutory Equated to SG-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, SG-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.

Please note:

Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory courses during the first year of the traineeship and elective courses in the second year of the traineeship in four competency areas.

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