Administrative Assistant 1, Administrative Assistant Trainee 1/ Trainee 2 (NY HELPS)

About the Role

The incumbent of this position will provide administrative assistance to the Legal department, ensuring the efficient operation of daily office functions and assisting Counsel with a variety of legal and administrative tasks.

Responsibilities

• Provide administrative support to Senior Counsel and department staff.
• Answer telephone and give information to callers, take messages, and transfer calls to appropriate individuals.
• Prepare and track tender letters, indemnification demands, and communications with brokers, insurers, and outside counsel.
• Maintain electronic case files, organizing pleadings, correspondence, discovery, and exhibits.
• Create and maintain litigation and investigation logs.
• Retrieve statutes, regulations, cases, and court rules.
• Obtain, review, and organize insurance policies, certificates of insurance, additional insured endorsements, and related coverage documents.
• Track deadlines.
• Use various information technology applications such as Outlook email, Peoplesoft, Excel spreadsheets, and Word processing applications.
• Operate office equipment such as printers, scanners, and copiers; arrange for repairs when equipment malfunctions.
• Create, maintain, and enter information into spreadsheets and databases at the direction of the Legal Dept. Sr. EA.
• Maintain scheduling and event calendars.
• Schedule and confirm appointments for supervisors for Corp and DED Albany-based attorneys.
• Coordinate conferences, meetings, or special events, such as luncheons.
• Assist and complete travel reimbursement forms for Corp and DED Albany-based attorneys.
• Prepare invoices for payment in accordance with agency procedures.
• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.
• Compose, type, and distribute meeting notes, correspondence, and reports.
• Order and distribute supplies.
• Create conference or event materials, such as flyers or invitations.
• May take meeting minutes and/or prepare material from dictation.

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 may be filled via a non-competitive appointment, meaning no examination is required, but all candidates must meet the minimum qualifications of the title for which they apply.

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. To advance to the full performance level, you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1 level, 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. To advance to the full performance level, 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.

Substitutions for Administrative Assistant 1

• Certification (e.g., IAAP Certified Administrative Professional) or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Eligibility Paths

• List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.
• Transfer Eligibility: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law.
• Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.
• Traineeship Eligibility: Appointment may be made at a traineeship level (Economic Development Program Specialist Trainee 1 & 2, NS, equivalent to Salary Grades 14 and 16) leading to Economic Development Program Specialist 1, Salary Grade 18.

Preferred Qualifications

• Proficiency in SFS, Outlook, Word, and Excel.

Pay

• Trainee 1: $40,391 (NS equated to SG-08)
• Trainee 2: $45,081 (NS equated to SG-10)
• Full Performance/Journey Level (SG-11): $47,695
• Salary Range (Full Performance): $47,695 - $58,447

Note: The starting salary for candidates with no prior State service will be at the minimum hiring rate. For current NYS employees, the starting salary is based on the candidate’s salary at the time of hire. Candidates appointed at the trainee level will be required to successfully complete their traineeship in order to advance to the journey-level title and salary.