Administrative Assistant​/Trainee - Albany; NY HELPS

Administrative Assistant 1/Trainee 1/2

Duties Description

Specific duties of the Administrative Assistant 1/Trainee 1/2 include but may not be limited to:

• Help prepare and track evaluations and probation reports for supervisory staff.
• Enter procurement requests upon request.
• Provide assistance with the day-to-day functions of the office, including ordering supplies and equipment.
• Manage incoming and outgoing communications via phone, mail, and email and direct inquiries appropriately.
• Provide direct support to the office by gathering information and assisting with various clerical tasks as needed.
• Maintain and organize both physical and digital filing systems and help ensure that accurate record-keeping processes are followed.
• Coordinate and resolve day-to-day administrative support issues.
• Follow established procedures and contribute to the development and implementation of new, efficient workflow.
• Provide assistance with tasks related to meetings, scheduling and travel as needed.

Minimum Qualifications

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, if they meet the below NY HELPS minimum qualifications.

NY HELPS Non-Competitive

Minimum Qualifications:

• 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. 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.
  
  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. 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.
  
  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. 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.
• OR:
• Administrative Assistant Trainee 1:
  New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 1 (Keyboarding) or Office Assistant 1 (Keyboarding) (Spanish Language). Administrative Assistant Trainee 2:
  New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 2 (Keyboarding) or Office Assistant 2 (Keyboarding) (Spanish Language).
• Substitution:
  Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

It is expected that employees hired under NY HELPS will have their non-competitive employment status converted to competitive status in the future, without having to compete in an examination. Employees will then be afforded 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.

Competitive

Minimum Qualifications:

• Subsequent 55 B/C
  
  Qualifications:
  
  A subsequent 55b/c appointment may be considered if you have one year of permanent or contingent-permanent service in a Grade 6 or higher position and have a current Civil Service 55b/c approval letter.
• Reassignment
  
  Qualifications:
  
  Current Department of Labor employees only, with at least one year of permanent, contingent-permanent, or 55b/c service in an Administrative Assistant 1/Trainee 1/2. If you have less than one year, you must be reachable on the current Administrative Assistant 1/Trainee 1/2 eligible list for this location if one exists.
• 70.1 Transfer
  
  Qualifications:
  
  One year of permanent or contingent-permanent as a Grade 6 or higher determined to be…