Administrative Assistant 1/administrative Assistant

4 weeks ago

Albany, United States Transportation, Department of Full time

**Minimum Qualifications**

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

Promotional:
Administrative Assistant Trainee 2: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing.

Administrative Assistant 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft
Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing AND successful completion of four elective administrative support courses.

NOTE: Prior to appointment, you may be required to pass a keyboarding test that demonstrates your ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy.

Open Competitive:
Administrative Assistant Trainee 1:
Administrative Assistant Trainee 2:
Administrative Assistant 1:
Substitution: 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.

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 (including completion of the four core administrative support courses), you will automatically advance to the Trainee 2. Upon satisfactory completion of the 12-month training as a Trainee 2 (including completion of the four elective administrative support courses) you will advance to the full level of this title without further examination. Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.

**Duties Description**

The incumbent will report to the Director of Right of Way. Duties will include, but are not limited to:

- Designing, setting up, and maintaining office filing systems (paper and electronic). Periodically purging obsolete files and sending to the record archive center.
- Drafting, typing, editing, formatting and mailing correspondence.
- Managing office inventory, ordering supplies and responsible for managing the state issued credit card (P-card).
- Arranging for and coordinating meetings and conference calls.
- Making travel arrangements and preparing the appropriate travel forms and vouchers.
- Answering and directing calls to the appropriate staff, region or department.
- Preparing spreadsheets and contact with the Office of the State Comptroller to obtain vendor ID’s and update supplier addresses.
- Copying, scanning, and faxing documents.
- Coordinate receipt and scanning of acquisition and conveyance maps.
- Opening, reviewing, sorting, and distributing incoming and outgoing mail.

Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.

**Additional Comments**

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 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.

ADMINITRATIVE ASSISTANT TRAINEESHIP-COURSEWORK REQUIREMENT

Trainees may be required to take eight courses, four mandatory and four electives, in the following administrative support competencies:

- Computer Skills and Technology
- Interpersonal and Customer Relations
- Professionalism and Self-Management
- Verbal and Written Communication

Trainees will be able to take these competencies through The NYS & CSEA Partnership, either through classroom or online training and webinars, or equivalent offering through another entity as determined by the Agency.

The following four administrative support core courses are mandatory and should be completed before advancement to the Administrative Assistant Trainee 2: Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.

In addition, successful completion of the four elective administrative support courses is mandatory before advancement to the full level Administrative Assistant 1.

Failure to co

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