Administrative Assistant 1/Trainee (NY Helps)

Posting Details

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Position Information

Posting Number: C - 00431 Position Title: Administrative Assistant 1/Trainee (NY HELPS) Line number: Job Category Clerical Account number: 860415 FLSA Classification: Non-Exempt Obligation: Calendar Year Position Type: Appointment Start date: Appointment End date : Salary: Salary Grade: Full Time or Part Time: If Part-Time, fill in %: Benefits Summary

CSEA Benefits Summary

Department Information

Department: Lougheed Learning Commons Division

Search Contact Information

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Human Resources

Search Contact Phone/Extension: 315-267-4816 Search Contact Email: Search Contact Fax:

Posting Text

Job Summary/Basic Function:

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. These positions are found in virtually all State agencies.

Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort paper and electronic mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities.

Administrative Assistant 1: full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions.

Job Requirements & Essential Functions of the Job:

• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.

• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.

• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.

• Tracks and coordinates assignments.

• Sets up and manages paper and electronic filing systems.

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

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

• Creates, maintains, and enters information into spreadsheets and databases.

• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.

• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.

• Completes forms in accordance with agency procedures.

• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.

• Locates and attaches appropriate files to incoming correspondence requiring replies.

• Composes, types, and distributes meeting notes, correspondence, and reports.

• Provides services to customers, such as order placement or account information.

• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.

• Searches for information using various sources including the internet.

• Manages projects or contributes to committee or team work.

• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.

• Orders and distributes supplies.

• Creates conference or event materials such as flyers or invitations.

• Establishes work procedures or schedules and keeps track of the daily work of clerical staff.

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

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

Required Qualifications:

This position is eligible for Administrative Assistant Trainee 1.

Administrative Assistant 1: permanent service as an Administrative Assistant 1 (formerly Secretary 1) or reachable on the appropriate eligible list, Secretary 1; or one year of service in a title eligible for transfer under Section 70.1 of Civil Service law and completion of the four core administrative support courses and four elective administrative support courses, as designated by the agency.

Administrative Assistant Trainee 1: one year of permanent service in a title eligible for transfer under Section 70.1 of Civil Service law.

For 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1/Trainee is available