What are the responsibilities and job description for the Administrative Assistant 1 (NY HELPS) position at Taxation & Finance, State?
The duties that the incumbent of the vacancy will be expected to perform. Duties Description MAPS – Files Management Administrative Assistant 1• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals. • Monitors department shared mailbox, and keeps emails organized and filed in correct folders. • Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. • Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. • Ability to occasionally lift over 50 lbs.• Tracks and coordinates assignments.• Sets up and manages paper and electronic filing systems. • Uses various information technology applications such as email, database, spreadsheets, and word processing applications. • Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions. • Creates, maintains, and enters information into spreadsheets and databases. • Maintains scheduling and event calendars. Schedules and confirms appointments for supervisors, clerks, and various staff throughout the department. • Completes forms in accordance with agency procedures. • Makes copies of various documents, places them in proper files, and distributes them to appropriate staff. • Locates and attaches appropriate files to incoming correspondence requiring replies. • Composes, types, and distributes meeting notes, correspondence, and reports. • Provides services to customers, such as files request fulfillment. • Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions. • Searches for information using various sources including the internet, email, and shared reference documents within the department. • Manages projects or contributes to committee or teamwork. • Mails various items including letters, reports, requested files; and prepares packages and arranges for them to be shipped. • Establishes work procedures or schedules and keeps track of the daily work of clerical staff. • May supervise other clerical staff and provide training and orientation to new staff. • Purges documents based on established retention criteria.
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): 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 with 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.NY HELPS PROMOTION MINIMUM QUALIFICATIONS: One year of permanent service as an Office Assistant 2 (Keyboarding). NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant 1 may be filled as a two-year traineeship. Advanced placement is at the discretion of the hiring agency.? 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.? 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.? 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.Substitution: 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. NOTE: Acceptable proof of degree is required, see notes on applying for details. If applicable, include your IAAP certificate with your application. _________________________________________________COMPETITIVE MINIMUM QUALIFICATIONS: Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations.ORReachable on the appropriate eligible list for this title and location.NOTE: Candidates will be required to pass a keyboarding proficiency test (if moving out of a non-typing title) prior to appointment 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 by completion of probation may be required.The Office of Human Resources Management will schedule keyboarding tests as needed.
Additional comments regarding the vacancy. Additional Comments Administrative Assistant 1 may be filled as a two-year traineeship. Advanced placement is at the discretion of the hiring agency.• Administrative Assistant Trainee 1, equated to SG-8, starting salary $39215• Administrative Assistant Trainee 2, equated to SG-10, starting salary $43768• Administrative Assistant 1, SG-11, starting salary $46,306 See notes on applying below for information regarding applying for NY HELPS advanced placement. Failure to provided clear proof that you meet the minimum qualifications will result in your application being disqualified. This position is located at our Wade Road Office in Latham, NY.New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.
Some positions may require additional credentials or a background check to verify your identity.
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): 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 with 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.NY HELPS PROMOTION MINIMUM QUALIFICATIONS: One year of permanent service as an Office Assistant 2 (Keyboarding). NON-COMPETITIVE MINIMUM QUALIFICATIONS: Administrative Assistant 1 may be filled as a two-year traineeship. Advanced placement is at the discretion of the hiring agency.? 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.? 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.? 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.Substitution: 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. NOTE: Acceptable proof of degree is required, see notes on applying for details. If applicable, include your IAAP certificate with your application. _________________________________________________COMPETITIVE MINIMUM QUALIFICATIONS: Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations.ORReachable on the appropriate eligible list for this title and location.NOTE: Candidates will be required to pass a keyboarding proficiency test (if moving out of a non-typing title) prior to appointment 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 by completion of probation may be required.The Office of Human Resources Management will schedule keyboarding tests as needed.
Additional comments regarding the vacancy. Additional Comments Administrative Assistant 1 may be filled as a two-year traineeship. Advanced placement is at the discretion of the hiring agency.• Administrative Assistant Trainee 1, equated to SG-8, starting salary $39215• Administrative Assistant Trainee 2, equated to SG-10, starting salary $43768• Administrative Assistant 1, SG-11, starting salary $46,306 See notes on applying below for information regarding applying for NY HELPS advanced placement. Failure to provided clear proof that you meet the minimum qualifications will result in your application being disqualified. This position is located at our Wade Road Office in Latham, NY.New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.
Some positions may require additional credentials or a background check to verify your identity.
Salary : $39,215 - $46,306
