Administrative Assistant​/Trainee - Albany; NY HELPS

Duties Description

As an Administrative Assistant 1 in the Personnel Office, you would perform tasks which fall into four broad categories: communication, coordination, organization and records maintenance. Duties will include, but are not limited to:

• Greet and assist customers both in person and on the phone and direct to proper staff or department
• Prepare letters for signature and distribute via email
• Open incoming mail and distribute to proper staff or department
• Order supplies, draft justifications and process requests for purchases
• Respond to employment verifications
• Monitor the Personnel Questions Mailbox and respond to inquiries
• Retrieve Personal History Files and respond to requests from employees and other offices
• Maintain log of inactive files to be archived and prepare records for archival
• Filing
• Manage E-fax mailbox
• Assist with the coordination of account deprovisioning
• Monitor mandatory training announcements and update/maintain internal compliance tracker
• Distribute Agency Roster weekly
• Update and maintain personnel employee contact and telecommuting information
• Assist with meeting and interview scheduling
• Assist and coordinate Shield and Credential ordering with Business Administration/Security
• Assist with Language Access information/requests
• Assist with reviewing various reports, identifying required/requested information.

• Administrative Assistant Trainee 1:
  Six months of experience in administrative support (office software, customer service, business writing, office administration). Upon satisfactory completion of a 12‑month training program, automatically advance to Trainee 2.
• Administrative Assistant Trainee 2:
  One year of experience in administrative support (office software, customer service, business writing, office administration). Upon satisfactory completion of a 12‑month training program, advance to full level without further examination.
• Administrative Assistant 1:
  Two years of experience in administrative support (office software, customer service, business writing, office administration). Substitutions:
  Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

Note:

It is essential that you describe your qualifying education and/or experience as completely as possible on your application. Omissions or vagueness may not be interpreted in your favor.

A review of your state history is needed; please provide the last four digits of your Social Security number.

A subsequent 55b/c appointment may be considered if you have one year of permanent or contingent‑permanent service in a Grade 6 or higher position and have a current Civil Service 55b/c approval letter.

Current Department of Labor employees only, with at least one year of permanent, contingent‑permanent, or 55b/c service in an Administrative Assistant 1/Trainee 1/2. If you have less than one year, you must be reachable on the current Administrative Assistant 1/Trainee 1/2 eligible list for this location if one exists.

One year of permanent or contingent‑permanent service in a Grade 6 or higher position determined to be similar by Civil Service.

• Proficiency in Microsoft Office
• Ability to initiate and maintain relationships across a diverse set of stakeholders

Candidates with no previous state service will begin at the starting rate of the salary range listed above. If you are a current NYS employee and have questions regarding salary, please contact the Business Services Center (BSC): 518‑457‑4272, BSCHR.gov. Employment at the Department of Labor is contingent upon the maintenance of a valid work authorization and necessary documentation to work legally in the United States.

Please note:

Due to operational requirements and funding considerations of various divisions/positions, there could be occasions in the future where unit assignments may…