Administrative Assistant/Trainee - NY HELPS Job Stony Brook area,New York USA,Administrative/Clerical

Position: Administrative Assistant 1 / Trainee 1 / 2 - NY HELPS

Administrative Assistant

This Administrative Assistant position will be assigned to the NYS DEC Region 1 Division of Materials Management. The duties of this position are as follows:

Answer phones, and give information to callers, take messages, and transfer calls to appropriate individuals.

Distribute incoming mail, including e-mails to the general e-mail boxes, or other materials, and provide answers to routine inquiries. Mail or e-mail various items, including letters and reports; and prepare packages and arrange for them to be shipped. Order and distribute supplies.

Use various information technology applications such as email, databases, spreadsheets and word processing applications. Create, maintain, and enter information into spreadsheets and databases. Track assignments and update status as appropriate. Create conference or event materials such as flyers or invitations.

Manage paper and electronic filing systems. Handle of FOIL requests as needed, including preparing and uploading documents to GovQA.

Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.

Schedule and confirm appointments for staff. Coordinate conferences, meetings, or special events, including travel arrangements for staff and outreach events. Create and/or submit travel expense reports for staff.

Compose, type, and distribute meeting notes, correspondences, and reports. May take meeting minutes as requested.

Review work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.

Occasionally provide reception desk coverage in the absence of reception staff, and greet visitors to the regional office.

May supervise other clerical staff.

All work must be completed in a professional manner consistent with Department policies and procedures.

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, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

To be eligible for appointment under NY HELPS, candidates must meet the minimum qualifications below:

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 service, business writing, and/or office administration.

Competitive qualifications:

Reassignment – Currently in the title and an employee of DEC
Reinstatement Eligible – Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis
Transfer Eligible – One year of permanent competitive service at Salary Grade 6
* or higher and:
Eligible for transfer under Section 70.1:
Permanent competitive service as an Administrative Assistant 1 (formerly Secretary
1), Administrative Assistant 2 (formerly Secretary
2), Accountant Aide including Trainee 1 & 2, Business Document Specialist 1 & 2, Program Aide, Legal Assistant Trainee 1 & 2, Library Clerk 2 & 3, Office Assistant 1, Office Assistant 1 (Keyboarding), Office Assistant 2, Office Assistant 2 (Calculations), Office Assistant 2 (Customer Service), Office Assistant 2 (Keyboarding), Office Assistant 2 (Stores/Mail), Office Assistant 3, Office Assistant 3 (Calculations), Senior Offset Machine Operator, Stores & Mail Operations Supervisor.

* Note:

Appointment may be made at a traineeship level. Two-year traineeship (Administrative Assistant Trainee…

Administrative Assistant​/Trainee - NY HELPS

Administrative Assistant/Trainee - NY HELPS