Administrative Assistant 1/Trainee

About the Role

The Administrative Assistant for the Business Office serves as the gatekeeper and guide to Business Office services, assisting other departments and staff in proper procedures. This position requires knowledge of all Business Office areas and the ability to provide back-up coverage as staffing needs change.

Responsibilities

• Receive and handle correspondence and phone inquiries, routing them to appropriate staff.
• Prepare miscellaneous reports and process W9 forms to add new vendors to SFS.
• Issue travel cards and ensure travel card training completion.
• Open and distribute mail for the entire office.
• Maintain department documents in SharePoint.
• Complete proxy expense reports in SFS.
• Act as a liaison among key staff and other employees to organize and coordinate information.
• Order supplies for the department.
• Update employee information and assist with password resets in the Statewide Financial System.
• Assist Business Office Management with various projects.
• Ensure the office remains organized and free of clutter.
• Resolve day-to-day operational problems.
• Perform complex mathematical operations, including entering, interpreting, and retrieving information from computer databases such as the Statewide Financial System and Microsoft SharePoint.

Requirements

• Computer knowledge and aptitude for working with numbers.
• Ability to multi-task and strong organizational skills.
• Ability to work well with others.

Qualifications

This position may be filled at the Administrative Assistant Trainee 1 (SG-8), Administrative Assistant Trainee 2 (SG-10), or full performance Administrative Assistant 1 (SG-11) level based on education and experience.

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.
• Must successfully complete a 12-month training program to advance to Trainee 2.

Administrative Assistant Trainee 2

• One year of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• Must successfully complete a 12-month training program to advance to the full performance level.

Administrative Assistant 1

• Two years of experience in administrative support, including use of office software (e.g., email, word processing), customer service, business writing, and/or office administration.
• OR certification (e.g., IAAP Certified Administrative Professional) or an associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Transfer Qualifications

• Eligible to transfer via Section 70.1 of Civil Service Law with one year of permanent competitive or 55b/c service in a title SG-9 or above.
• Administrative Assistant Trainee 1: One year of permanent competitive or 55b/c service in a title SG-6 or above.
• Administrative Assistant Trainee 2: One year of permanent competitive or 55b/c service in a title SG-8 or above and completion of all required mandatory coursework.

55 B/C Qualifications

• Meet the minimum qualifications for the title as established by the Department of Civil Service.
• Meet applicable minimal mental and/or physical requirements for the job (with reasonable accommodation if necessary).
• Have a current Eligibility Letter from the NYS Department of Civil Service.

Pay

• Administrative Assistant Trainee 1: $40,625
• Administrative Assistant Trainee 2: $45,260
• Administrative Assistant 1: $48,006 - $60,467

Schedule

Shift hours are between 7:00 AM – 3:00 PM and 8:00 AM – 4:00 PM, including weekends (Saturday/Sunday).

Benefits

• Paid Holidays and Leave:
  • Thirteen paid holidays each year.
  • Thirteen days of paid vacation leave initially.
  • Five days of paid personal leave each year.
  • Thirteen days of paid sick leave each year (may carry over).
  • Up to three days of professional leave each year for development events.
  • Paid Parental Leave: Up to 12 weeks at full pay for birth, adoption, or foster care placement.
• Health Care Coverage:
  • Affordable health insurance programs for employees and eligible dependents.
  • Family dental and vision plans at no extra cost.
• Retirement Program:
  • Participation in the NYS Employees’ Retirement System (ERS).
• Insurance:
  • Life insurance and disability insurance.
• Savings Programs:
  • U.S. Savings Bond and College Savings Plan.
  • Voluntary pre-tax savings programs such as Health Care Spending Account and Dependent Care Advantage Account.
  • New York State Deferred Compensation Plan (voluntary retirement plan).
• Professional Development:
  • Training programs and tuition assistance for eligible employees.
  • Public Service Workshops Program (PSWP) for continuing education credits.
• Additional Benefits:
  • Access to the Employee Assistance Program (EAP).
  • Public Service Loan Forgiveness Program (PSLF) eligibility.