Administrative Assistant​/Trainee Albany; NY HELPS

Administrative Assistant 1/Trainee 1/2 Albany (NY HELPS) – New York State Department of Labor

Join the New York State Department of Labor in Albany to fill this position as part of the NY HELPS program.

Base pay range: $40,391.00 / yr – $58,447.00 / yr. This range is provided by the Department. Your actual pay will be based on your skills and experience.

• 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.
• Tracks and coordinates assignments.
• Sets up and manages paper and electronic filing systems.
• 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, such as luncheons or graduation ceremonies.
• Makes travel arrangements for staff.
• Creates and/or submits travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Provides services to customers, such as order placement or account information.
• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Searches for information using various sources including the internet.
• Manages projects or contributes to committee or team work.
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Creates conference or event materials such as flyers or invitations.
• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
• May supervise other clerical staff and provide training and orientation to new staff.
• May take meeting minutes, and/or prepare material from dictation.

NY HELPS Non-Competitive Minimum Qualifications

Administrative Assistant Trainee 1: 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. Successful completion of a set training and development program will advance the candidate to Trainee 2 after 12 months.

Administrative Assistant Trainee 2: One year of experience in administrative support, including similar skills. Successful completion of a 12‑month training as a Trainee 2 will advance the candidate to the full level of this title without further examination.

Administrative Assistant 1: Two years of experience in administrative support, including office software use, customer service, business writing, and/or office administration. 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.

Note:

It is essential that applicants describe their qualifying education and/or experience clearly on the application. Omissions or vagueness may not be interpreted in your favor.

Competitive Minimum Qualifications

A review of your state history is needed if you meet any of the following permanent competitive qualifications. Please provide the last four digits of your social security number in your email response or on your resume. If you are not comfortable providing this information via…