Administrative Assistant 1 (NY HELPS)

New York State Department of Taxation and Finance; Latham (NY); On-site; USD 42,000 - 56,000; Full time

Job summary

New York State Department of Taxation and Finance seeks an administrative assistant to support the Director of the Office of Real Property Tax Services and the division staff. You will manage calendars, prepare reports, and handle routine communications to keep operations running smoothly.

Responsibilities include answering phones, scheduling meetings, data entry, and filing while upholding confidentiality and professional communication with a range of stakeholders.

Qualifications

• Six months of experience in administrative support with office software.
• Two years of experience in administrative support with customer service, business writing, and/or office administration.
• Education substitutions (IAAP certification or associate degree) may substitute for two years of experience.
• Competitive minimum qualifications include transfer eligibility or reachable on eligible lists.

Responsibilities

• Provide direct support to the Director and assistant Directors; prepare reports, track deadlines, and maintain calendars.
• Schedule meetings and monitor email using Outlook and Webex; answer phones and relay messages.
• Perform clerical tasks such as filing, data entry, photocopying, and distributing materials.
• Prepare envelopes, forms, and reports; maintain confidentiality and exercise good judgment.
• Communicate effectively with supervisors, staff, vendors, and the public; multi-task and prioritize assignments.

Skills

Administrative support

Customer service

Business writing

Communication

Education

Associate degree in Office Administration or related field

IAAP Certified Administrative Professional (substitution for two years of experience)

Tools

Outlook

Webex

Microsoft Word

Excel

Job description

Description

Duties Description

Function Description

The incumbent will perform a variety of administrative activities that support the Director of the Office of Real Property Tax Services. These duties will range from administrative duties for the entire division to direct support duties to the Director.

The Incumbent Will Perform The Following Essential Functions

Provide direct support to the Director and assistant Directors; including preparing reports; deadline tracking; calendar maintenance; scheduling and arranging for meetings and monitoring email using Outlook and Webex.

Answer phones, provide information to callers, take messages, and transfer calls as needed.

Perform clerical related tasks such as creating, and maintaining and filing folders, data entering, photocopying and distributing materials.

Use common office equipment such as printers, photocopy machines, and scanners. Prepare envelopes, forms, and reports when required.

Maintain confidentiality of information; exercise good judgment.

Communicate effectively via telephone, email, face to face, etc. with a variety of individuals including supervisors, managers, staff, vendors, and the public.

Multi-task and prioritize assignments; organize workload and files for all assignments including regular follow-up on any outstanding issues.

Use various computer software programs to compile, track, and analyze information and data and produce various reports, charts and spreadsheets.

Other duties as assigned.

Qualifications

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 noncompetitive 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

Ny Helps Promotion Minimum Qualifications

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

Non-competitive Minimum Qualifications

Note: Administrative Assistant 1 may be filled as a two-year traineeship, placement above trainee 1 is at the discretion of the hiring agency.

• Administrative Assistant Trainee 1 (equated to SG-8, starting salary $40,391):

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 (equated to SG-10, starting salary $45,081):

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 (SG-11, starting salary $47,695):

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.

Education Substitution

• Certification (e.g., IAAP Certified Administrative Professional) substitutes for two years of experience.

or

• An 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. If you are canvassed, you must reply to the canvass.

55-b/c ELIGIBLE EMPLOYEES

You must meet the requirements for a subsequent 55-b or 55-c appointment.

Additional Comments

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).