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

Job ID: Part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Responsibilities

• Review incoming correspondence and draft responses where appropriate.
• Review correspondence and proofread documents for grammar, spelling, etc.
• Research background information.
• Transmit instructions to staff and conduct follow-up.
• Handle telephone calls, assist visitors, and respond to questions.
• Coordinate and arrange both in-person and virtual meetings.
• Establish office procedures.
• Set up and maintain office filing systems (including electronic).
• Resolve day-to-day operational problems.
• Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public.
• Assist with news clipping and formatting for the agency, then enter clips in the database.
• Maintain calendar and travel for Executive Staff.
• Enter data for press responses and save the responses.
• Work on the annual report for Language Access; process over-the-phone interpretation assistance and written translations.
• Coordinate responses and manage the agency’s electronic mailbox.
• Process purchase requests and invoice payments for various services.
• Order office supplies for all PIO staff.
• Maintain office equipment.
• Work closely with the Administrative Assistant II and cover for them when they are out of the office.

Requirements

• Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer.
• Traineeship: A two-year traineeship (Administrative Assistant Trainee 1 & 2, Grades 8 and 10) leading to Administrative Assistant 1, Grade 11, is available. Trainees must complete four mandatory courses in the first year and four elective courses in the second year in four competency areas through the CSEA Partnership or equivalent. Successful completion of all courses is required before advancing to Administrative Assistant 1, Grade 11.
• Open to the Public (NY HELPS):
  • Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
  • Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
  • Administrative Assistant 1: Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration. 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.
• This position may be designated 55b/c and is subject to verification of applicant eligibility.

Preferred Qualifications

• Strong writing skills.

Additional Information

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the program, this title may be filled via a non-competitive appointment, meaning no examination is required, but candidates must meet the minimum qualifications. Employees hired under NY HELPS will have their non-competitive status converted to competitive status without needing to compete in an examination, affording them the same rights and privileges as competitive-class employees. While serving in a NY HELPS title, employees may participate in any promotion examination for which they are qualified.

Background Investigation Requirements

• All prospective employees will undergo a Criminal Background Check (CBC), including State and federal Criminal History Record Checks. Convictions must be reported; felony or misdemeanor convictions or falsified/omitted information may bar appointment or result in removal. Each case will be determined on its merits.
• Prospective employees will be fingerprinted to obtain criminal history records and may be required to pay associated fees.
• Prospective employees will be screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR) and may be required to pay associated fees.
• For Division of Juvenile Justice and Opportunities for Youth (DJJOY) appointees, a check against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs will be conducted. Those found responsible for serious or repeated acts of abuse or neglect will be barred from appointment.