Administrative Assistant or Trainee

Position Summary

The Administrative Assistant 1 will support the Personnel staff within the ITS Personnel Office, providing a wide range of administrative services on a 24x7x365 basis.

• Provide administrative support to Personnel staff.
• Manage shared mailboxes and electronic fax.
• Answer telephones, transfer calls, take messages, and provide information to callers.
• Greet visitors and handle inquiries or direct them to the appropriate persons.
• Schedule and manage appointments, meetings, and other events for program management and program resources.
• Compose, type, and distribute correspondence, meeting notes, and reports.
• Track and coordinate program assignments.
• Open, read, route, and distribute incoming mail or other materials.
• Coordinate information and act as liaison to executives, employees, and hosted agencies.
• Interact with customers and colleagues in a courteous and professional manner.
• Efficiently utilize program databases, applications, and the Microsoft Office Suite.
• Create, organize, and maintain office files.
• Ensure confidentiality of privileged and sensitive material.
• Perform tasks efficiently, timely, and safely.
• Perform other duties and special projects as required.
• Preferred experience with Microsoft Office Suite and Adobe.

• Non‑competitive appointment:
  Trainee 1 – six months of administrative support experience (office software, customer service, business writing, or office administration). Advance to full level by completing a training program.
• Trainee 2 – one year of the same experience.
• Journey‑level – two years of the same experience.
• Substitutions: certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
• Automatic advancement after each 12‑month training period.

• Lateral transfer eligible by having one year of permanent competitive service in an appropriate title.
• Eligibility for list appointment requires presence on the examination eligible list.
• Residency requirement: obtaining and/or maintaining New York State residency within six months of hiring.
• Position appointment contingent upon all agency approvals.

• Position is eligible for 55b/c appointment; candidates must be enrolled in the Civil Service 55b/c program and meet the minimum qualifications.

• Thirteen (13) paid holidays annually.
• Up to thirteen (13) days of paid vacation leave annually.
• Up to five (5) days of paid personal leave annually.
• Up to thirteen (13) days of paid sick leave annually for PEF.
• Up to three (3) days of professional leave annually for professional development.

• Health care benefits – employees and dependents can choose from a variety of affordable health insurance programs.
• Family dental and vision benefits at no additional cost.
• New York State Employees’ Retirement System (ERS) membership.
• NYS Deferred Compensation.
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds.
• Public Service Loan Forgiveness (PSLF).
• And many more.

The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.