Administrative Assistant ; NY HELPS

Administrative Assistant 1

The Administrative Assistant 1 (AA1) will provide administrative support for Health Facilities Management (HFM). The AA1 will coordinate and arrange meetings, transmit instructions to staff, and follow up on pending tasks. They will also handle telephone calls and visitors, respond to inquiries, and type, proofread, and correct correspondence, records, and other materials. Additionally, the AA1 will prepare routine reports, design and maintain organized files, route confidential documents according to policies, monitor calendars and email inboxes, enter data into tracking databases, and provide overall administrative support for HFM senior management.

Reassignment:
Current New York State Department of Health employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer:
Current New York State employee with one year or more of permanent, contingent-permanent or 55-b/c service in a title eligible for transfer under Section 70.1 of the Civil Service Law.

Promotional Provisional:
Current New York State Department of Health employee with one year or more of permanent, contingent-permanent, or 55-b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at .

If less than three interested and qualified New York State Department of Health employees serving in the direct-line, lower-level title(s) within the agency apply to this opportunity, the agency may make a non-competitive appointment under the NY HELPS program.

Open Competitive HELPS qualifications:

• Administrative Assistant Trainee 1 (Grade
  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.
• 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 (Grade 10):
  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 management of an office.
• 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 (Grade 11):
  Two years of the above experience.
• Substitutions: A certification (e.g., IAAP Certified Administrative Professional) or associate's degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

Preferred Qualifications:

The preferred candidate will have experience using the full suite of Microsoft Office, especially PowerPoint, Word, and Excel. They will have the ability to compile and analyze data, as well as to record accurate and organized meeting minutes. They must also have a working knowledge of State and agency processes and procedures to order and manage office supplies, handle executive correspondence, and process mail.

One permanent, competitive, or non-competitive (NY HELPS), full time appointment.

Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: .

Degrees awarded from educational institutions outside of the United States, or its territories must be independently verified for equivalency. Please see for additional information.

If there are three or fewer qualified candidates interested in the appointment to this…