Administrative Assistant​/Trainee

Duties Description

Administrative Assistants ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports.

This Administrative Assistant 1/Trainee will function within the Human Resources – Labor Relations Team by coordinating paper flow and providing day‑to‑day administrative support required to accomplish work in the department. Key tasks include:

• Creating and tracking Administrative Leaves (AL) using the TEAMS and TIMES trackers.
• Checking daily calls on the AL phone line and maintaining the daily AL list.
• Processing requests from the Employee Relations Office, including employee profiles, Notices of Discipline, settlements, and timesheet approvals.
• Coordinating employee returns to work, responding to requests from the Justice Center and OIIA, and maintaining the arrest book.
• Scheduling and coordinating trainings and alternate assignments for staff on AL.
• Restoring/restricting computer access, processing termination letters, taking meeting minutes, and managing litigation holds.
• Processing material for the SED Office of Professional Discipline and performing other duties as assigned.

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The position may be filled at one of three levels based on education and experience:

• Administrative Assistant Trainee 1 (SG‑8): 6 months of administrative support experience, including office software, customer service, business writing, and/or office administration. Successful completion of a 12‑month training program leads to automatic promotion to Trainee 2.
• Administrative Assistant Trainee 2 (SG‑10): 12 months of administrative support experience. Successful completion of a 12‑month training program leads to automatic promotion to the full‑performance level.
• Administrative Assistant 1 (SG‑11): 24 months of administrative support experience, or a certification (e.g., IAAP Certified Administrative Professional) or associate degree in a related field substituting for two years of experience.

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title.

• To transfer as a Trainee 1, applicants must have one year of permanent competitive or 55(b/c) service in a title SG‑6 or above, with all required coursework completed.
• To transfer as a Trainee 2, applicants must have one year of permanent competitive or 55(b/c) service in a title SG‑8 or above, with all required coursework completed.
• Eligibility is verified via the Career Mobility GOT‑IT website: GOT‑IT.

• Possess the minimum qualifications for this title as established by the Department of Civil Service.
• Meet the applicable minimum 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, available .ny.gov/rp55.

This title is part of the New York Hiring for Emergency Limited Placement (NY HELPS) Program. HELPS titles may be filled via a non‑competitive appointment; applicants still must meet the minimum qualifications. Employees hired under NY HELPS will be expected to convert to permanent competitive status within one year of permanent appointment.

• Administrative Assistant Trainee 1: $40,391
• Administrative Assistant Trainee 2: $45,081
• Administrative Assistant 1: $47,695 – $58,447
• Permanent competitive appointments may be made following transfer eligibility or local bidding agreements.

• Paid holidays: 13 days per year.
• Paid vacation: 13 days initially.
• Paid personal leave: 5 days per year.
• Paid sick leave: 13 days per year (may carry over).
• Professional leave: up to 3 days per year for development events.
• Health care coverage for employees and eligible dependents, with family dental and vision plans at no extra cost.
• Paid parental leave: up to 12 weeks at full pay for each qualifying event.
• Retirement: NYS Employees’ Retirement…