Administrative Assistant 1 or Trainee

About the Role

ITS provides operational support to state agencies on a 24x7x365 basis; some positions may be required to provide this critical service at any time. The Agency is seeking to hire an Administrative Assistant 1 to work within their Personnel office, supporting the Personnel staff in a wide range of activities.

Responsibilities

• Provide administrative support to Personnel staff.
• Manage various shared mailboxes and electronic fax.
• Answer telephones, transfer calls, take messages, and provide information to callers.
• Greet visitors and handle inquiries or direct them to the appropriate persons.
• Schedule and manage appointments, meetings, and other events for program management and program resources.
• Compose, type, and distribute various correspondence, meeting notes, and reports.
• Track and coordinate program assignments.
• Open, read, route, and distribute incoming mail or other materials.
• Coordinate information and act as liaison to executives, employees, and hosted agencies.
• Interact with customers and colleagues in a courteous and professional manner.
• Efficiently utilize program databases, applications, and Microsoft Office Suite.
• Create, organize, and maintain office files.
• Ensure confidentiality of privileged and sensitive material.
• Perform tasks in an efficient, timely, and safe manner.
• Perform other duties and special projects as required.

Preferred experience in Microsoft Office Suite and Adobe.

Qualifications

NY HELPS Program: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). Candidates may be hired via a non-competitive appointment if they meet the below minimum qualifications. Employees hired under NY HELPS will have their non-competitive status converted to competitive status within one year of permanent appointment.

Non-competitive Qualifications:

• Trainee 1: Six months of experience in administrative support, including 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.
• Trainee 2: One year of experience as described above.
• Journey-level: Two years of experience as described above.

Substitutions: 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.

Note: Upon satisfactory completion of the 12-month training at the Trainee 1 level, you will automatically advance to Trainee 2. Upon satisfactory completion of the 12-month training at the Trainee 2 level, you will automatically advance to the Journey-Level.

55 B/C: This position is eligible for 55b/c appointment. Candidates with 55b/c eligibility are encouraged to apply. To be eligible, candidates must be currently enrolled in the Civil Service 55b/c program and meet the minimum qualifications listed above.

Competitive Minimum Qualifications:

• Eligible for a lateral transfer or transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title.
• Reachable on the appropriate eligible list in order to be list appointed.

Additional Information

• Appointment to this position and continued employment is contingent upon obtaining and/or maintaining New York State residency within six months of hiring.
• Appointment is not final until all agency approvals have been granted.
• ITS will not offer permanent employment to any candidate unless they provide documentation of authorization to accept work in the United States on a permanent basis.
• ITS does not hire F1 or H1 visa holders for permanent employment or sponsor non-immigrant aliens for temporary work authorization visas or permanent residence.
• Some positions may require fingerprinting.

Benefits

Generous benefits package, worth 65% of salary, including:

• Holiday & Paid Time Off:
  • Thirteen (13) paid holidays annually.
  • Up to thirteen (13) days of paid vacation leave annually.
  • Up to five (5) days of paid personal leave annually.
  • Up to thirteen (13) days of paid sick leave annually for PEF.
  • Three (3) days of professional leave annually to participate in professional development.
• Health Care Benefits:
  • Eligible employees and dependents can pick from a variety of affordable health insurance programs.
  • Family dental and vision benefits at no additional cost.
• Additional Benefits:
  • New York State Employees’ Retirement System (ERS) Membership.
  • NYS Deferred Compensation.
  • Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds.
  • Public Service Loan Forgiveness (PSLF).
  • And many more.

The Office of Information Technology Services is an equal opportunity employer and recognizes that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.