Administrative Assistant 1/Trainee 1/2 - Albany (NY HELPS)

About the role

This Administrative Assistant 1/Trainee 1/2 position involves preparing and tracking evaluations and probation reports, entering procurement requests, providing assistance with office functions, managing communications, supporting clerical tasks, maintaining filing systems, resolving administrative issues, following procedures, and contributing to workflow improvements.

Responsibilities

• Help prepare and track evaluations and probation reports for supervisory staff.
• Enter procurement requests upon request.
• Provide assistance with the day-to-day functions of the office, including ordering supplies and equipment.
• Manage incoming and outgoing communications via phone, mail, and email and direct inquiries appropriately.
• Support the office by gathering information and assisting with various clerical tasks as needed.
• Maintain and organize both physical and digital filing systems and ensure accurate record-keeping processes.
• Cook up day-to-day administrative support issues.
• Follow established procedures and contribute to the development and implementation of new, efficient workflows.
• Assist with tasks related to meetings, scheduling, and travel as needed.

Requirements

The New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program allows this title to be filled via a non-competitive appointment. The minimum qualifications for this role are:

• Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software, provision of customer service, business writing, and/or office administration. Must pass a keyboarding test demonstrating 30 wpm with 96% accuracy by completion of probation. Must complete a training and development program within 12 months.
• Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software, provision of customer service, business writing, and/or office administration. Must pass a keyboarding test demonstrating 30 wpm with 96% accuracy by completion of probation. Must complete a training and development program within 12 months.
• Administrative Assistant 1: Two years of experience in administrative support, including use of office software, provision of customer service, business writing, and/or office administration. Must pass a keyboarding test demonstrating 30 wpm with 96% accuracy by completion of probation.
• Administrative Assistant Trainee 1: New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 1 (Keyboarding) or Office Assistant 1 (Keyboarding) (Spanish Language).
• Administrative Assistant Trainee 2: New York State Department of Labor employee with one year of permanent competitive service as an Office Assistant 2 (Keyboarding) or Office Assistant 2 (Keyboarding) (Spanish Language).

Qualifications

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.

Skills

Ability to initiate and maintain relationships across a diverse set of stakeholders.

Benefits

Comprehensive benefits package including:

• 13 paid holidays, 5 personal days, and a minimum of 13 vacation days per year.
• Paid sick leave (CSEA and PEF employees- 13 days; M/C employees- 8 days plus free enrollment into the Income Protection Program for short-term and long-term disability coverage).
• Choice of several affordable and competitive health insurance plans.
• Dental and vision insurance plans at no additional cost.
• Membership in the NYS Employee’s Retirement System.
• NYS Deferred Compensation Investment Plan.
• Eligibility to apply for Public Service Loan Forgiveness (PSLF) (full-time employees).
• Eligibility to apply for tuition reimbursement for qualifying employees and courses.
• Paid Parental Leave.

Pay

Salary range from $40,391 to $58,447 annually.

Schedule

Not specified.