Administrative Assistant​/Trainee* (NY HELPS

Position: Administrative Assistant 1 / Trainee* (NY HELPS)
Duties Description The Administrative Assistant 1, Grade 11, will work in the Office of Hearings and Alternative Dispute Resolution (OHADR) and under the supervision of an Administrative Law Judge (ALJ), will perform duties that include, but are not limited to:

• Answering telephones, taking messages, and handling routine correspondence, including email.

• Assisting ALJs in daily tasks.

• Using and managing filing and database systems, including acting as a Gatekeeper for OHADR in the Department's Document and Matter Management (DMM) system.

• Maintaining schedule and event calendars; coordinating in-person and virtual conferences, meetings, and hearings, including reservations for venues and court reporter services.

• Reviewing work completed by the ALJs for proper grammar and formatting.

• Typing and formatting letters, memoranda, session items, and other documents using Microsoft Office Suite applications.

• Creating and maintaining databases or spreadsheets for case management purposes, including tracking internal and statutory deadlines.

• Maintaining and updating OHADR's SharePoint page.

• Making travel arrangements for ALJs and preparing expense reports.

• Providing administrative support to the Chief ALJ to ensure that the office runs efficiently by, among other things, tracking case assignments.

• Composing, typing, and distributing meeting notes and reports.

Minimum Qualifications General Public
Non-Competitive (NY HELPS)**:
Administrative Assistant Trainee 1, NS-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.

Administrative Assistant Trainee 2, NS-10:
One year of experience as noted above.

Administrative Assistant 1, Grade 11:
Two years of experience as noted above.

Regardless of appointment level, the selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.

Substitutions:
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.

Transfer
Administrative Assistant Trainee 1, NS-8:
Interested candidates must be reachable on an appropriate eligible list or eligible to transfer
*** under Section 70.1 or 70.4 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive, or 55-b/c service in a qualifying title allocated to a salary grade 6 or higher. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.

Administrative Assistant Trainee 2, NS-10:
Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer
*** under Section 70.1 or 70.4 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive, or 55-b/c service in a qualifying title allocated to a salary grade 8 or higher AND have completed all four mandatory core administrative support courses. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.

Administrative Assistant 1, Grade 11:
Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer
*** under Section 70.1 or 70.4 of the Civil Service Law AND have successfully completed all four mandatory core administrative support courses, as well as successfully completed four elective administrative support courses, as designated by the agency. To be eligible to transfer under Section 70.1, candidates must have one year or…