Administrative Assistant 1 (NY HELPS

Duties Description

The incumbent must be able to perform the following essential functions:

• Perform clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying, and distributing materials. Prepare envelopes, forms, and reports when required.
• Assist with setting up interviews, process tax validations, collect interview paperwork.
• Create and submit 301’s for appointments, transfers, promotions, separations, etc.
• Send out appointment letters and new employee paperwork.
• Collect and review completed new employee paperwork and forward to HR/Payroll.
• Miscellaneous tasks and special projects.

The incumbent must be able to perform the following essential functions:

• Perform clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying, and distributing materials. Prepare envelopes, forms, and reports when required.
• Assist with setting up interviews, process tax validations, collect interview paperwork.
• Create and submit 301’s for appointments, transfers, promotions, separations, etc.
• Send out appointment letters and new employee paperwork.
• Collect and review completed new employee paperwork and forward to HR/Payroll.
• Miscellaneous tasks and special projects.

• Perform clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying, and distributing materials. Prepare envelopes, forms, and reports when required.
• Assist with setting up interviews, process tax validations, collect interview paperwork.
• Create and submit 301’s for appointments, transfers, promotions, separations, etc.
• Send out appointment letters and new employee paperwork.
• Collect and review completed new employee paperwork and forward to HR/Payroll.
• Miscellaneous tasks and special projects.

• Update Hiring charts when needed.
• Maintain and update Staffing Management Data Base.
• Create and update Employee and Candidate folders.
• Maintain the Probation 202/203 mailbox and track Trainee ships.

• Communicate clearly and effectively, both verbally and in writing.
• Respond to inquiries in a timely and professional manner.
• Work closely with Personnel on all aspects of hiring process.
• Maintain confidentiality of information, exercise good judgment.
• Multi-task and prioritize assignments, organize workload.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.

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.

One year of permanent service as an Office Assistant 2 (Keyboarding).

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.

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.

Administrative Assistant 1:
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer…