Administrative Assistant 1​/Trainee ; NY HELPS; Long HR Department

Duties Description

Under the direction of the Human Resources Specialist 2, SG-23, the Administrative Assistant 1, SG-11 will be assigned to the Long Island Human Resources department within Belmont Lake State Park and will provide critical administrative, clerical, and operational support. The incumbent will serve as a primary administrative contact, ensuring smooth workflow and effective office operations.

Under the direction of the Human Resources Specialist 2, SG-23, the Administrative Assistant 1, SG-11 will be assigned to the Long Island Human Resources department within Belmont Lake State Park and will provide critical administrative, clerical, and operational support. The incumbent will serve as a primary administrative contact, ensuring smooth workflow and effective office operations.

• Provide administrative and clerical support to the Labor Relations Department.
• Prepare letters for mailing and track correspondence as needed.
• Update calendars and schedule conference rooms for interrogations.
• Answer phones and greet visitors. Refer phone calls and walk-in guests to appropriate individuals as necessary.
• Check and respond to emails received in HR inboxes as requested.
• Provide administrative support to HR and Payroll departments, including creating and maintaining PHF files, department files, maintaining agency rosters, collecting resumes, applications, and updating spreadsheets.
• Provide support in hiring of permanent and seasonal employees, including processing paperwork, assigning office equipment, and distributing required hiring paperwork by email.
• Facilitate process for verifying seasonal employee hours.
• Use People Soft, LATS, Payroll Grid, HRIS and other NYS systems as required to perform above responsibilities.
• Maintain professional conduct and communication in all work matters.
• Assist with agency-wide events (i.e., Air Show, Easter Hunt, Love My Park Day) as needed.
• Supervise staff as needed.

If Civil Service Eligible list(s) exist, they will be canvassed. You may also apply if you are eligible for appointment or reinstatement by one of the following qualifications:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).*

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.

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. 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.

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.

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.

Please note:

Appointments made at a traineeship level (Administrative Assistant Trainee 1, NS equated to SG-8, and Administrative Assistant Trainee 2, NS equated to SG-10 leading to Administrative Assistant 1, SG-11). Candidates appointed to the Trainee 1 level will be required to complete four mandatory…