Administrative Assistant 1

7 days ago

Albany, New York, United States General Services, Office of Full time

Minimum Qualifications
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

**Administrative Assistant level requirements:

  • Administrative Assistant Trainee 1 (equated to SG08): Six months of required experience.
  • Administrative Assistant Trainee 2 (equated to SG10): One year of required experience.
  • Administrative Assistant 1, SG11: Two years of required experience OR International Association of Administrative Professionals (IAAP) Certified Administrative Professional in progress (CAP (ip)) certification OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
OR

Applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title OR are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 6 or above and eligible for transfer under Section 70.1 of the Civil Service Law.


Duties Description

  • Utilize SFS to bill and invoice state agencies for printing and mail services as performed and/or outlined in Memorandums of Understanding.
  • Utilize SFS to authorize invoice payments for third party vendors.
  • Prepare purchase requisitions.
  • Assist in monitoring program expenditures and prepare correspondence regarding billing including outstanding invoices.
  • Compile financial data used in the budgeting and analysis for Printing and Mail Operations.
  • Retrieve payment of invoices for Printing and Mail Operations.
  • Obtain competitive quotes, evaluate, and analyze figures, and recommend purchases based on results of data using a shared mailbox.
  • Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
  • Provides services to customers, such as order placement or account information. Correspondence with Agency customers and thirdparty vendors.
  • Typesetting business cards for agency customers using Adobe software.
  • Provide other duties as requested.

Additional Comments


At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam.

Employees will then be afforded with all 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.


The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission.

We encourage applicants for all communities to apply.

Some positions may require additional credentials or a background check to verify your identity.

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