Administrative Assistant , G-or Trainee , G-NS; Equated to G​/G-; NY HELPS – NO EX

Duties

Typical Administrative Assistant duties may include, but are not limited to:

• Some occasional overnight travel for DMV outreach events throughout the state via fleet vehicle and train.
• Assists in setup of DMV mobile outreach exhibits which requires lifting up to 30lbs, working in inclement weather and assembling display items.
• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.
• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
• Prepares, packages, ships and tracks outgoing items including letters, reports, and promotional materials.
• Sets up and manages paper and electronic filing systems.
• Independently uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Creates, maintains, and enters information into spreadsheets and databases.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Coordinates conferences, meetings, or special events. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
• Composes and distributes meeting notes, correspondence, and reports.
• Researches information using various sources including the internet.
• Orders and distributes supplies.

To be eligible for the Administrative Assistant 1, G-11 position you must meet one of the following conditions as detailed below:

NY HELPS*:
For Administrative Assistant 1, G-11:
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’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

For Administrative Assistant Trainee 2, G-NS (Equated to G-10):
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.

For Administrative Assistant Trainee 1, G-NS (Equated to G-8):
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.

Advanced NY HELPS placement for this title may be possible with proof of professional experience relating to the title being posted and can be discussed at time of interview.

Trainees will be required to complete four mandatory courses the first year of traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.

Successful completion of the traineeship will require taking eight courses in the following competencies:
Professionalism and Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.

One year of permanent, contingent-permanent, or 55b/c service allocated to a G-6 or higher eligible for transfer under Section 52.6 or Section 70.1 of Civil Service Law, or currently serving in the title and eligible for reassignment.

If you previously served in this title or in a title otherwise transferable to this title, you may be considered for reinstatement pursuant to Civil Service Law, if it is in the best interest of the agency. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission. All reinstatements must serve a mandatory 52-week probation period.

This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet the minimum qualifications stated above and must submit their current 55b/c eligibility letter along with their application.

* 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…