Administrative Assistant & Mailroom Supervisor

Duties

Respond to email, phone and in-person mailroom inquiries; pick up certified mail at post office, sort and scan for internal delivery; scan and deliver items received from Fed Ex, UPS and Staples; process SSI letters on inserter machine; envelope orders; work with drivers unloading and organizing supply orders; deliver mail in the Corning Tower; perform other mailroom tasks as needed. Enter and track B-1184 requests for purchase funding;

enter purchase requisitions on Statewide Financial System (SFS) software; coordinate approvals; track purchase order issuance; enter purchase receipts and authorize invoice payments; add users to supply ordering system; place service calls for mailroom machinery; complete associated forms and system entries. Supervise and/or train a small number of staff as needed; interview applicants; maintain and update procedures; coordinate and track subordinates’ work assignments.

As needed – schedule, coordinate and/or complete transport of interoffice and postal mail, including pickups at local post offices, DOH mailrooms, deliveries and pickups to Capital area DOH locations and OGS distribution center.

As needed – schedule, coordinate and/or complete occasional use of box truck for transport to NYS Fair and other occasional transport to various NYS locations.

As needed – schedule, coordinate battery and tire pressure checks; oil changes and other regular servicing; car washes; vehicle repairs; new tire installation, etc.

As needed – schedule, coordinate and/or complete removal of surplus equipment and furniture from Capital area DOH locations; sit-to-stand desk assembly; light repairs to cubicles; white board hanging, etc.

Reassignment & Transfer Opportunities:
Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

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. 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:
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:
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.

Note:

Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.

This position is part of the NYS HELPS program. No examination is required.

This position may require travel throughout New York State including overnights to areas not served by public transportation.

• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension…