What are the responsibilities and job description for the Administrative Assistant 1/Trainee 1-2 (NY HELPS) - Vacancy ID# 180449 position at New York State Department of State?
Description
Duties Description
The Administrative Assistant 1 duties in the Division of Community Services will include but are not limited to the following:
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 maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
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 all of 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.
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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation. 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.
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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation. 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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation.
Or
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.
Competitive Minimum Qualifications
Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
55 B/C Appointment
This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55b/c eligibility letter along with their application.
Keyboarding Exam Qualifications
The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Preferred Qualification
The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.
Duties Description
The Administrative Assistant 1 duties in the Division of Community Services will include but are not limited to the following:
- Greet callers or visitors and handle inquiries by providing information, taking messages, routing and transferring calls and directing people to the appropriate persons.
- Intake and distribute all mail coming into office
- Set up/improve and manage paper and electronic filing systems
- Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
- Track and coordinate assignments, projects etc., using email, data bases, spreadsheets and word processing applications, including creation of original documents to preform task
- Provide services to customers, such as order placement or account information.
- Searches for information using various sources including the internet
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Compose, type, and distribute meeting notes, correspondence, and reports.
- Completes forms in accordance with agency procedures
- Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
- Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
- Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
- Orders and distributes supplies.
- Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
- Coordinates conferences, meetings, or special events, such as luncheons or graduation
- Creates conference or event materials such as flyers or invitations.
- Manages projects or contributes to committee or teamwork.
- Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
- May supervise other clerical staff and provide training and orientation to new staff.
- May take meeting minutes, and/or prepare material from dictation.
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 maybe filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.
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 all of 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.
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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation. 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.
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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation. 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. The selected
candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30
words per minute with at least 96% accuracy by completion of probation.
Or
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.
Competitive Minimum Qualifications
Permanent service in this title or one year of permanent competitive or 55-b/c service in a title SG-6 or higher and otherwise eligible for transfer under Civil Service Law.
A list of titles approved for transfer is available through Civil Service GOT-IT at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.
It is essential that candidates clearly and concisely indicate exactly how they meet the above minimum qualifications in their resume. Failure to show how you meet the minimum qualifications above may result in disqualification and removal from consideration.
55 B/C Appointment
This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet any open competitive minimum qualifications and must submit their current 55b/c eligibility letter along with their application.
Keyboarding Exam Qualifications
The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
Preferred Qualification
- Proficient in Microsoft Office
- Experience working with databases, including data entry
The Department of State is proud to be an equal opportunity employer. We encourage women, people of color, LGBTQ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. We celebrate diversity and do not discriminate based on race, religion, color, national origin, sex, sexual orientation, gender identity and/or expression, age, veteran status, disability status, arrest record or criminal conviction history, or any other category protected by law.
We are happy to provide reasonable and religious accommodations during the hiring process for those in need. If you have a disability or special need that requires accommodation, please send a request to HRM.Recruitment@dos.ny.gov.
NOTE ON TELECOMMUTING: The Department of State employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Department of State Telecommuting Program Guidelines.
Salary : $39,215 - $56,743
