Administrative Assistant​/Trainee

Duties Description

The Administrative Assistant 1 will handle routine and advanced duties for the Deputy Director, State Operations Region 5, Metro District.

• Provide front line support to Deputy Director of State Operations, department staff and to stakeholders (including parents, advocates, advocacy groups, Central Office, and other agencies seeking information).
• Organize files, create correspondence, prepare reports and documents, manage calendars, schedule appointments, sort mail, prepare invoices and offer general staff support.
• Coordinate/schedule conferences, meetings, or special events.
• Greet visitors.
• Coordinate and attend meetings as requested by the Deputy Director with the goal of composing and distributing agendas and meeting minutes.
• Use Microsoft Office (including TEAMS, Word, Excel, PowerPoint and Outlook) to accomplish assigned tasks.
• Assist with correspondence and related tasks as needed.
• Perform general office duties (including operating printers, scanners, and copiers, answering phones), and arrange repairs when equipment malfunctions.
• Other duties, as needed.

OPEN COMPETITIVE

QUALIFICATIONS:

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

• Administrative Assistant Trainee 1:
  Six months of administrative support experience, use of office software (e.g., email, word processing), customer service, business writing, and/or office administration. Advancement to Trainee 2 after completing a 12-month training period.
• Administrative Assistant Trainee 2:
  One year of administrative support experience, use of office software, customer service, business writing, and/or office administration. Advancement to full performance after completing 12-month training.
• Administrative Assistant 1:
  Two years of administrative support experience, use of office software, 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 may substitute for two years of experience.

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

Be eligible to transfer via Section 70.1 of Civil Service Law. Candidates must have one year of permanent competitive or 55b/c service in a title SG-9 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law and must have completed all required mandatory and elective coursework. Administrative Assistant Trainee 1:
Transfer requires one year of permanent competitive or 55b/c service in a title SG-6 or above. Administrative Assistant Trainee 2:
Transfer requires one year of permanent competitive or 55b/c service in a title SG-8 or above and completion of all required mandatory coursework. To determine eligibility, visit the Career Mobility GOT-IT website: (Use the "Apply for this Job" box below)..cfm

• Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement.
• 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 and be able to provide it to the Human Resources Office upon request.

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). HELPS titles may be filled via a non-competitive appointment with minimum qualifications required. Some employees may convert to permanent competitive status within one year of permanent appointment.

Appointments may be made at the Administrative Assistant Trainee 1 level. Trainee entry requires completing mandatory and elective coursework through the CSEA Partnership or equivalent offerings as determined by the agency. All trainees must complete courses before advancing to Administrative Assistant 1, G-11.

• Administrative Assistant Trainee 1: $44,625*
• Administrative Assistant Trainee 2: $49,260*
• Administrative Assistant 1: $52,006* - $64,467*
• Amounts include Downstate adjustment ($4,000).
• Other applicable provisions include transfer options for current NYS employees and local bidding considerations.
• Health care coverage, life and disability insurance, retirement, paid holidays, leave, and other benefits are described in program materials.

Note:

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