Administrative Assistant 1 (NY HELPS) - 3340

Description Duties

The Administrative Assistant 1 (AA1) will provide administrative support for Health Facilities Management (HFM). The AA1 will coordinate and arrange meetings, transmit instructions to staff, and follow up on pending tasks. They will also handle telephone calls and visitors, respond to inquiries, and type, proofread, and correct correspondence, records, and other materials. Additionally, the AA1 will prepare routine reports, design and maintain organized files, route confidential documents according to policies, monitor calendars and email inboxes, enter data into tracking databases, and provide overall administrative support for HFM senior management.

Qualifications

• Reassignment: Current New York State Department of Health employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.
• Transfer: Current New York State employee with one year or more of permanent, contingent-permanent or 55-b/c service in a title eligible for transfer under Section 70.1 of the Civil Service Law.
• Promotional Provisional: Current New York State Department of Health employee with one year or more of permanent, contingent-permanent, or 55-b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying.

Open Competitive HELPS Qualifications

• Administrative Assistant Trainee 1 (Grade 8): 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 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 (Grade 10): 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 management of an office.
• 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 (Grade 11): Two years of the above experience.

Preferred Qualifications

• Experience using the full suite of Microsoft Office, especially PowerPoint, Word, and Excel.
• The ability to compile and analyze data, as well as to record accurate and organized meeting minutes.
• A working knowledge of State and agency processes and procedures to order and manage office supplies, handle executive correspondence, and process mail.

Additional Comments

One permanent, competitive, or non-competitive (NY HELPS), full time appointment. Transfer candidates may be asked for their Social Security Number to verify your transfer eligibility. For more information on transfer types, transfer eligibility criteria, and the current transfer determinants for your title, visit the following website: https://careermobilityoffice.cs.ny.gov/cmo/gotit/title-search/index.cfm.
Degrees awarded from educational institutions outside of the United States, or its territories must be independently verified for equivalency. Please see https://www.cs.ny.gov/jobseeker/degrees.cfm for additional information.
If there are three or fewer qualified candidates interested in the appointment to this position, a permanent appointment may be made pursuant to Section 52.7 of the Civil Service Law. To be eligible, candidates must be an employee of the Department of Health and have one year of permanent competitive services an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying. Qualifying titles are at, https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm.
A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. If placed at a trainee level, trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, Grade 11.
This position is part of the NYS HELPS program. No examination is required. We offer a work-life balance and a generous benefits package, worth 65% of salary, including: Holiday & Paid Time Off Public Service Loan Forgiveness (PSLF) Pension from New York State Employees’ Retirement System Shift & Geographic pay differentials Affordable Health Care options Family dental and vision benefits at no additional cost NYS Deferred Compensation plan Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds And many more...

The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm.