Administrative Assistant 1

2 weeks ago

Albany, United States New York State 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.

Required experience: Administrative support experience, including use of office software (., email, word processing), provision of customer service, business writing, and/or office administration.

**Administrative Assistant 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.

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.
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.

Duties Description • Compile, organize, and sort data from various databases to create reports.
• Document and update unit processes and procedures.
• Provide input and respond to questions regarding unit processes and procedures.
• Answer phone, route messages and callers to appropriate staff, and greet visitors.
• Coordinate mail and office supplies.
• Manage office filing and establish a process for ensuring data files are secured and maintained.
• Updating/preparing periodic reports generated from AiM, State Financial System (SFS), spreadsheets, etc.
• Provide meeting minutes to all AM&P team members.
• Collaborate with other OGS business units to create inter-agency meetings.
• Prepare various forms, obtain necessary approvals, and file in appropriate database and network locations.
• Track various aspects of projects and ensure appropriate record keeping.
• Coordinate arrangements for meetings, teleconferences, and travel.
• Track and record shared calendar for various resources.
• Be able to work with SFS and AiM.
• Tracks program and individuals’ equipment and software needs, fills out forms to procure equipment or software, and obtains necessary approvals.
• Answers questions from program managers and staff about administrative resources, policies, and practices.
• Manages central files, printing, inventory, mail, and other support operations.
• Assists the Team Leaders and Director in designing, revising, and controlling the use of program level forms.
• Perform other duties as assigned.

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

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