Administrative Assistant​/Trainee - White Plains; NY HELPS

Position: Administrative Assistant 1/Trainee 1/2 - White Plains (NY HELPS)
Duties Description Working as a team member in the Office of Diversity and Equity, Inclusion and Access, the Administrative Assistant 1 will provide administrative office support. Specific activities performed are:

• Responding to general program inquiries either by phone, email, or in person and referring complex or technical questions to appropriate staff;

• Maintaining calendars, scheduling meetings, training and conference calls;

• Reviewing all correspondence and responding to or referring to staff as appropriate;

• Maintaining a follow-up tracking system;

• Preparing reports using statistical and narrative information, managing incoming telephone calls and visitors;

• Monitoring and tracking the status of program activities to ensure deadlines are met

• Assembling and coordinating background materials for meetings and training;

• Operating office equipment and performing basic service or arranging for service maintenance as needed;

• Maintaining and ordering office supplies.

• Handling routine correspondence by preparing replies or researching information for use in responses;

• Maintaining office records, databases and files using a variety of software such as Microsoft Office Suite;

• Providing direction and guidance to other support staff within the office;

• Managing the routing and tracking of incoming, outgoing and inter-office mail, including maintaining an electronic log and providing reports as requested;

• Making travel arrangements and creating travel reports;

• Submitting SFS requests for office equipment or supplies;

• Performing other duties and special projects as assigned;

• Completing all mandatory trainings as required;

• Ensuring confidentiality of all areas and records;

• Assisting the Chief Diversity Officer and Deputy Diversity Officer with all facets of recruitment.

Preferred Qualifications:

Ability to initiate and maintain relationships across a diverse set of stakeholders.
Knowledge in processing SFS requisitions, and travel expense reports on Statewide Financial System (SFS).

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, if they meet the below NY HELPS minimum qualifications.

NY HELPS Non-Competitive

Minimum Qualifications:

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. 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.

Or

One year of New York State Department of Labor permanent service as an Office Assistant 1 Keyboarding.

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. 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.

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.

Or

One year of New York State Department of Labor permanent service as an Office Assistant 2 Keyboarding.

Substitution:
Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Note:

It is essential that you describe your qualifying education and/or experience as completely as possible on your…