Administrative Assistant 1 (NY HELPS)

Description Duties

The incumbent must be able to perform the following essential functions:

• Clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying, and distributing materials.
• Prepare envelopes, forms, and reports when required.
• Aid with setting up interviews, process tax validations, collect interview paperwork.
• Create and submit 301’s for appointments, transfers, promotions, separations, etc.
• Send out appointment letters and new employee paperwork.
• Collect and review completed new employee paperwork and forward to HR/Payroll.
• Maintain records, update Hiring charts when needed.
• Maintain and update Staffing Management Data Base.
• Create and update Employee and Candidate folders.
• Maintain the Probation 202/203 mailbox and track Traineeships.
• Communicate clearly and effectively, both verbally and in writing.
• Respond to inquiries in a timely and professional manner.
• Work closely with Personnel on all aspects of hiring process.
• Maintain confidentiality of information, exercise good judgment.
• Multi-task and prioritize assignments, organize workload.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.

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 may be 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.

• One year of permanent service as an Office Assistant 2 (Keyboarding).
• 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.
• 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.
• 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.
• 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.
• Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations OR Reachable on the appropriate eligible list for this title and location. Candidates will be required to provide 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.

Additional Comments

Telecommuting and schedule to be discussed at the interview. 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. Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).