Administrative Assistant ; HELPS - VID

Duties Description

• Utilize the Statewide Financial System (SFS) to bill and invoice state agencies for printing and mail services as performed or outlined in Memorandums of Understanding (MOU).
• Utilize SFS to authorize invoice payments for third‑party vendors.
• Prepare purchase requisitions.
• Assist in monitoring program expenditures and prepare correspondence regarding billing, including outstanding invoices.
• Compile financial data used in the budgeting and analysis for Printing and Mail Operations.
• Retrieve payment of invoices for Printing and Mail Operations.
• Obtain competitive quotes, evaluate, and analyze figures, and recommend purchases based on results of data using a shared mailbox.
• Answer telephone and provide information to callers, take messages, and transfer calls to appropriate individuals.
• Use various information technology applications such as email, database, spreadsheets, and word processing applications. Proficiency in Microsoft Office 365.
• Provide services to customers, such as order placement or account information. Correspondence with agency customers and third‑party vendors.
• Typeset business cards for agency customers using Adobe software.
• Other duties as assigned.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)
* and applicants must meet the following minimum qualifications to be considered for this position.

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level
** based on their experience, certification, and education.

Required Experience:

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 level requirements:
• Administrative Assistant Trainee 1 (equated to SG‑08):
  Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG‑10):
  One year of required experience.
• Administrative Assistant 1, SG‑11:
  Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

Notes:

• There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non‑competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non‑competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://(Use the "Apply for this Job" box below)..