Administrative Assistant 1 (HELPS) - VID 221037

Responsibilities

• Coordinate maintenance and maintain all records for the Campus Utilities vehicle fleet, including vehicle mileage sheet entries into Fleetwave, preventive and reactive vehicle maintenance appointments, and Samsara entries.
• Schedule interviews, collect candidate information such as OGS applications at the time of interview, score, and file interview sheets.
• Process and file timecard adjustment and timekeeper submittal forms.
• Perform a monthly review of the Campus IT equipment inventory assigned within the program, including all multi-user computers, and conduct asset inventory surveys to maintain accurate records.
• Assist staff with AiM entries for operational time off, operational overtime, and training entries.
• Enter contract staff timesheets into AiM, submit timecards to the contract company for payroll, and file.
• Collect plant boiler reading information, collate on a master spreadsheet, and file electronically.
• Perform other duties as assigned.

Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Applicants must meet the following minimum qualifications to be considered for this position:

• Required Experience: Experience in administrative support, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.
• Administrative Assistant level requirements:
  • Administrative Assistant Trainee 1 (SG-08): Six months of required experience.
  • Administrative Assistant Trainee 2 (SG-10): One year of required experience.
  • Administrative Assistant 1 (SG-11): Two years of required experience OR IAAP Certified Administrative Professional OR an associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
• Applicants can also be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

Additional Information

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), NY HELPS employees will have their non-competitive employment status converted to competitive status without having to take an exam, affording them the same rights and privileges as 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.