Administrative Assistant 1 (Vid 160513)

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Review Vacancy

Date Posted 06/10/24

Applications Due06/20/24

Vacancy ID160513

• Basics

• Schedule

• Location

• Job Specifics

• Contact

NY HELPYes

AgencyGeneral Services, Office of

TitleAdministrative Assistant 1 (VID 160513)

Occupational CategoryAdministrative or General Management

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $39215 to $56743 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8 AM

To 4 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Empire State Plaza

City Albany

StateNY

Zip Code12242

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 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.

OR

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.

Applicants must demonstrate adequate keyboarding skills by prior service in a keyboarding title OR successful completion of a performance test prior to end of their probationary period.

Duties Description • Compile, organize, and sort data from various databases to create reports.

• Document and update unit processes and procedures.

• Provide input and respond to questions regarding unit processes and procedures.

• Answer phone, route messages and callers to appropriate staff, and greet visitors.

• Coordinate mail and office supplies.

• Manage office filing and establish a process for ensuring data files are secured and maintained.

• Updating/preparing periodic reports generated from AiM, State Financial System (SFS), spreadsheets, etc.

• Provide meeting minutes to all AM&P team members.

• Collaborate with other OGS business units to create inter-agency meetings.

• Prepare various forms, obtain necessary approvals, and file in appropriate database and network locations.

• Track various aspects of projects and ensure appropriate record keeping.

• Coordinate arrangements for meetings, teleconferences, and travel.

• Track and record shared calendar for various resources.

• Be able to work with SFS and AiM.

• Tracks program and individuals' equipment and software needs, fills out forms to procure equipment or software, and obtains necessary approvals.

• Answers questions from program managers and staff about administrative resources, policies, and practices.

• Manages central files, printing, inventory, mail, and other support operations.

• Assists the Team Leaders and Director in designing, revising, and controlling the use of program level forms.

• Perform other duties as assigned.

Additional Comments *There is no examination required for appointment to a NY HELPS position. Candidates hired before May 2024 will be appointed on a temporary basis. In May 2024, satisfactory employees will receive permanent, non-competitive appointments and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS's EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

Some positions may require additional credentials or a background check to verify your identity.

Name Human Resources/KE

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.