Administrative Assistant 1

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The incumbent to this position would be responsible for, but not limited to the following:
• Answer telephones and give appropriate information to callers, take messages, and transfer calls to appropriate individuals.
• Greet visitors or callers and handle their inquiries; or direct them to the appropriate persons.
• Open, read, route, date stamp incoming mail, and distribute incoming mail or other materials.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Mail and/or email various items including letters, reports, and other materials as needed; and prepare packages and arrange for them to be sent.
• Maintain scheduling and event calendars. Schedule and confirm meetings, conferences, etc.
• Coordinate arrangements for meetings or other gatherings, arrange for rooms, and ensure that appropriate materials and equipment are available.
• Make travel arrangements for staff.
• Create and/or submit travel expense reports for staff.
• Set up and maintain paper and electronic filing systems.
• Use various information technology applications such as email, database, spreadsheets and word processing applications.
• Create, maintain, and enter information into spreadsheets and databases.
• Operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.
• Complete forms in accordance with agency procedures.
• Make copies and/or scan various documents, place them in proper files, and distribute them to appropriate staff or prepare them for mailing.
• Take meeting minutes, and/or prepare material from dictation.
• Coordinate with all 3 Zone offices to order supplies and track inventory for all three Zone offices
• Order supplies.
• Receive, unload, unpack, sort, store, count and distribute supplies received.
• Process bills and vouchers.
• Be responsible for onboarding/offboarding tickets.
• Manage projects or contributes to teamwork.
• Establish work procedures or schedules and keep track of the daily work of any clerical staff.
• May supervise other clerical staff and provide training and orientation to new staff.
• Handle other administrative tasks as directed by the Executive Team or Administration office on an as needed basis for general office support.

The minimum qualifications required for this vacancy. 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. Required experience: Administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration. **Administrative Assistant 1 level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: 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. 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.Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period. NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional comments regarding the vacancy. Additional Comments
• Travel may be required (approximately 5%), including during evenings and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver's License issued by the NYS Department of Motor Vehicles is required, or otherwise demonstrate the capacity to meet the transportation needs of the job. NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the agency's Telecommuting Program Guidelines.*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.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 Division of Alcoholic Beverage Control is an Equal Opportunity Affirmative Action Employer. Candidates with diverse backgrounds and experience are encouraged to apply. New York State Human Rights Law prohibits discrimination based on age, race, creed, color, national origin, sexual orientation, military status, familial status, citizen or immigration status, sex, disability, marital status, gender identity or expression, prior arrests, prior conviction records, predisposing genetic characteristics or domestic violence victim status. The Division of Alcoholic Beverage Control is committed to a workplace free from discrimination based on the referenced characteristics and other federal and state protected characteristics.

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