Administrative Assistant ; NY HELPS - VID

Position: Administrative Assistant 1 (NY HELPS) - VID 211047
Location: Latham

Duties description the incumbent to this position would be responsible for, but not limited to the following:

• answer telephones and give appropriate information to callers, take messages, and transfer calls to appropriate individuals.

• greet visitors or callers and handle their inquiries; or direct them to the appropriate persons.

• open, read, route, date stamp incoming mail, and distribute incoming mail or other materials.

• compose, type, and distribute meeting notes, correspondence, and reports.

• mail and/or email various items including letters, reports, and other materials as needed; and prepare packages and arrange for them to be sent.

• maintain scheduling and event calendars. Schedule and confirm meetings, conferences, etc.

• coordinate arrangements for meetings or other gatherings, arrange for rooms, and ensure that appropriate materials and equipment are available.

• make travel arrangements for staff.

• create and/or submit travel expense reports for staff.

• set up and maintain paper and electronic filing systems.

• use various information technology applications such as email, database, spreadsheets and word processing applications.

• create, maintain, and enter information into spreadsheets and databases.

• operate office equipment such as printers, scanners, and copiers; and arrange for repairs when equipment malfunctions.

• complete forms in accordance with agency procedures.

• make copies and/or scan various documents, place them in proper files, and distribute them to appropriate staff or prepare them for mailing.

• take meeting minutes, and/or prepare material from dictation.

• coordinate with all 3 zone offices to order supplies and track inventories for all three zone offices

• order supplies.

• receive, unload, unpack, sort, store, count and distribute supplies received.

• process bills and vouchers.

• be responsible for onboarding/offboarding tickets.

• manage projects or contribute to teamwork.

• establish work procedures or schedules and keep track of the daily work of any clerical staff.

• may supervise other clerical staff and provide training and orientation to new staff.

• handle other administrative tasks as directed by the executive team or administration office on an as needed basis for general office support.

minimum qualifications this title is part of the new york hiring for emergency limited placement statewide program (ny helps)
* and applicants must meet the following minimum qualifications to be considered for this position:

this title includes a traineeship opportunity, and applicants will be appointed to the appropriate level
** based on their experience, certification, and education.

required experience: administrative support experience, including use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

** administrative assistant 1 level requirements:

• administrative assistant trainee 1 (equated to sg-08): six months of required experience.

• administrative assistant trainee 2 (equated to sg-10): one year of required experience.

• administrative assistant 1, sg-11: two years of required experience or international association of administrative professionals (iaap) certified administrative professional in progress (cap (ip)) certification or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

applicants may also be appointed to this position if currently reachable on the appropriate eligible list for this title or are a current new york state employee with one year or more of qualifying permanent service in a position allocated to a grade 6 or above and eligible for transfer under section 70.1 of the civil service law.

note: in order to award the proper credit for work experience, resumes must include month and year for start and end dates. If any of this experience is less than full time you must indicate the average number of hours worked per week.

additional comments
• travel may be required (approximately 5%), including during evenings and weekends, depending on mission and assignment.

• possession and…