Administrative Assistant or Administrative Assistant Trainee; NY HELPS

Administrative Assistant

Duties Description

• Provide coverage for answering mainline and staffing reception area.

• Check voicemails and return phone calls from constituents.

• Scan and log materials such as mail, emails and phone calls from constituents into New York Matters.

• Schedule meetings for Capitol staff.

• Keep track of the calendar for the video conference room for bookings from different bureaus.

• Keep track of executive meetings for Capitol staff.

• Prepare for the Attorney General's Albany visits such as preparing the briefing book, obtaining newspapers, checking equipment, etc.

• Maintain the publication database to reflect sent and incomplete orders. Add entries for new publication records, and review and delete entries on the current publication list.

• Maintain inventory of office supplies, re-order when necessary and place orders for special projects.

• Help work on Excel spreadsheets such as updating lists or checking that data is correct.

• Help with our Student Awards program by answering phone calls and putting together awards to be shipped out to schools.

• Maintain entries on the OAG, its Bureaus, and Divisions for the New York State Red Book and other governmental reference guides.

• Maintain electronic library of media clips about the Attorney General and cases the agency is handling.

• Perform other duties as assigned.

Minimum Qualifications

NY HELPS:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of 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.
NON-COMPETITIVE

QUALIFICATIONS:

• Administrative Assistant 1 (AA1) (SG 11, current starting salary $47,695, job rate $58,447):
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.

• Administrative Assistant Trainee 2 (NS Equated SG 10, current starting salary $45,081, job rate $55,322):
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.

• Administrative Assistant Trainee 1 (NS Equated SG 8, current starting salary $40,391, job rate $49,743):
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.
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.
Traineeship Coursework:
Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.
OTHER WAYS TO QUALIFY:
Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1.
OR
Eligible for a lateral transfer or eligible for transfer under 70.1 of the Civil Service Law by having one year of permanent competitive service in an…