Administrative Assistant 1 (NY HELPS)

New York State Department of Taxation and Finance; Hauppauge (NY); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Location pay

Job summary

New York State Department of Taxation and Finance seeks an Administrative Assistant in the NY HELPS program to support clerical tasks, data entry, and customer service in a fast-paced office environment.

The role emphasizes maintaining filing systems, coordinating meetings, handling correspondence, and assisting Human Resources with employee paperwork while ensuring accuracy, confidentiality, and timely completion of tasks.

Qualifications

• Two years of experience in administrative support.
• Proficiency with office software (e.g., word processing, email).
• Strong written and verbal communication.
• Ability to multi-task and meet deadlines.

Responsibilities

• Design, set up, and maintain filing systems for electronic and hard copy data.
• Perform clerical tasks such as mail duties, screen phone calls, data entry, photocopying, and distributing materials.
• Prepare envelopes, letters, forms, and reports when required.
• Schedule meetings and make travel arrangements.
• Assist in ordering supplies.
• Use common office equipment such as printers, photocopy machines, and scanners.
• Develop a strong working knowledge of agency computer systems and software. Enter and/or retrieve and search for information. Assist in the review of new Employee paperwork, Withholding forms, Direct Deposits, etc
• Work closely with Human Resources to process forms and transactions for employees.
• Multi-task and prioritize assignments, organize workload.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Communicate clearly and effectively, both verbally and in writing.
• Establish and maintain effective working relationships with co-workers and management.
• Maintain confidentiality of information; exercise good judgment.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Skills

Administrative support

Customer service

Business writing

Office administration

Microsoft Word

Organizational skills

Communication skills

Education

Associate degree in office administration or related

IAAP Certified Administrative Professional

Tools

Microsoft Word

Office software

Job description

Duties Description

• Design, set up, and maintain filing systems for electronic and hard copy data.
• Perform clerical related tasks such mail duties, screen phone calls, data entering, collating, photocopying, and distributing materials.
• Prepare envelopes, letters, forms, and reports when required.
• Schedule meetings and make travel arrangements.
• Assist in ordering supplies.
• Use common office equipment such as printers, photocopy machines, and scanners.
• Develop a strong working knowledge of agency computer systems and software. Enter and/or retrieve and search for information. Assist in the review of new Employee paperwork, Withholding forms, Direct Deposits, etc
• Work closely with Human Resources to process forms and transactions for employees.
• Multi-task and prioritize assignments, organize workload.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Communicate clearly and effectively, both verbally and in writing.
• Establish and maintain effective working relationships with co-workers and management.
• Maintain confidentiality of information; exercise good judgment.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Description

Duties Description

• Design, set up, and maintain filing systems for electronic and hard copy data.
• Perform clerical related tasks such mail duties, screen phone calls, data entering, collating, photocopying, and distributing materials.
• Prepare envelopes, letters, forms, and reports when required.
• Schedule meetings and make travel arrangements.
• Assist in ordering supplies.
• Use common office equipment such as printers, photocopy machines, and scanners.
• Develop a strong working knowledge of agency computer systems and software. Enter and/or retrieve and search for information. Assist in the review of new Employee paperwork, Withholding forms, Direct Deposits, etc
• Work closely with Human Resources to process forms and transactions for employees.
• Multi-task and prioritize assignments, organize workload.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Communicate clearly and effectively, both verbally and in writing.
• Establish and maintain effective working relationships with co-workers and management.
• Maintain confidentiality of information; exercise good judgment.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Ny Helps

Minimum Qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of 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.

Promotion Minimum Qualifications

One year of permanent service as an Office Assistant 2 (Keyboarding).

Non-competitive Minimum Qualifications

Administrative Assistant Trainee 1: Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant Trainee 2

One year of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Administrative Assistant 1

Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration.

Substitution

Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Competitive Minimum Qualifications

Current NYS employee eligible for transfer in accordance with Civil Service Laws, Rules, and Regulations

OR

Reachable on the appropriate eligible list for this title and location.

Candidates will be required to provide documentation of agency-approved completion of the four core administrative support courses or their equivalency: Microsoft Word Basics, Customer Service, the Organized Office Worker, and Successful Business Writing; AND successful completion of four elective administrative support courses by completion of probation may be required.

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Additional Comments

Telecommuting and schedule to be discussed at the interview.

This location is eligible for location pay, in addition to the salary range listed.

New York State is an equal opportunity employer. It's the policy of the state of New York to provide for and promote equal opportunity in employment, compensation, and other terms and conditions of employment without discrimination on the basis of age, race, color, religion, disability, national origin, gender, sexual orientation, marital status, or an arrest or criminal conviction record unless based on a bona fide occupational qualification or other exception.

Any candidate selected for this position will be subject to a review of their tax return submissions by the New York State Department of Taxation and Finance. Employment of a candidate is conditioned upon a finding by the New York State Department of Taxation and Finance that the candidate is in compliance with all local, state, and federal tax laws. In accordance with federal government requirements, the employment of any candidate selected for this position is conditioned upon successfully completing a background investigation including a criminal history record check (fingerprint check).