Administrative Assistant or Trainee

Duties Description

ITS provides operational support to state agencies on basis; some positions may be required to provide this critical service at any time. The Agency is seeking to hire an Administrative Assistant 1 to work within their Personnel office. The position will be responsible for supporting the Personnel staff in providing a wide range of activities.

ITS provides operational support to state agencies on basis; some positions may be required to provide this critical service at any time. The Agency is seeking to hire an Administrative Assistant 1 to work within their Personnel office; the position will be responsible for supporting the Personnel staff in providing a wide range of activities.

• Provide administrative support to Personnel staff.
• Manage various 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 various 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 Microsoft Office Suite.
• Create, organize, and maintain office files.
• Ensure confidentiality of privileged and sensitive material.
• Perform tasks in an efficient, timely, and safe manner.
• Perform other duties and special projects as required.
• Preferred experience in Microsoft Office Suite and Adobe.

Minimum Qualifications
NY HELPS:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications:
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 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
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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.
Trainee 2:
One year of experience as described above.
Journey-level:
Two years of experience as described above.
Substitutions:
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.

Note:

Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee
2. Upon satisfactory completion of the 12-month training at the Trainee 2, you will automatically advance to the Journey-Level.

• To be advanced to the full performance level of this title you must successfully complete a set training and development program.

55 B/C:
This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Information about the…