Administrative Assistant 1 or Trainee

NYS Office of Information Technology Services; New York (NY); On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

PTO & holidays

Health insurance

Retirement plan

Professional development

Job summary

The NYS Office of Information Technology Services is seeking an Administrative Assistant 1 to support the Personnel office. The role involves a wide range of activities, including administrative tasks, scheduling, records management, and confidential communications in a high-volume state government setting.

The successful candidate will manage mailboxes, answer phones, greet visitors, prepare reports, and coordinate meetings with program staff and hosted agencies, using Microsoft Office Suite

Qualifications

• Experience in administrative support and office software use.
• Ability to manage multiple mailboxes and phone lines.
• Strong written and verbal communication skills.
• Commitment to confidentiality and professional conduct.
• Preferred experience with Microsoft Office and Adobe.

Responsibilities

• Provide administrative support to Personnel staff.
• Manage shared mailboxes, phone intake, and visitor reception.
• Schedule meetings and coordinate program events.
• Prepare correspondence, notes, and reports.
• Maintain and organize office files.
• Protect confidential information.

Skills

Administrative support

Customer service

Communication skills

Multi-tasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Adobe

Job description

Duties Description ITS provides operational support to state agencies on a24x7x365 basis; some positions may be required to provide this critical service at any time. The Agency is seeking to hire an Administrative Assistant 1 to work within their Personnel office the position will be responsible for supporting the Personnel staff in providing a wide range of activities.

Description ITS provides operational support to state agencies on a24x7x365 basis; some positions may be required to provide this critical service at any time. The Agency is seeking to hire an Administrative Assistant 1 to work within their Personnel office the position will be responsible for supporting the Personnel staff in providing a wide range of activities.

Duties Include, But Are Not Limited To

• Provide administrative support to Personnel staff.
• Manage various shared mailboxes and electronic fax.
• Answer telephones, transfer calls, take messages, and provide information to callers.
• Greet visitors and handle inquiries or direct them to the appropriate persons.
• Schedule and manage appointments, meetings, and other events for program management and program resources.
• Compose, type, and distribute various correspondence, meeting notes, and reports.
• Track and coordinate program assignments.
• Open, read, route, and distribute incoming mail or other materials.
• Coordinate information and act as liaison to executives, employees, and hosted agencies.
• Interact with customers and colleagues in a courteous and professional manner.
• Efficiently utilize program databases, applications, and Microsoft Office Suite.
• Create, organize, and maintain office files.
• Ensure confidentiality of privileged and sensitive material.
• Perform tasks in an efficient, timely, and safe manner.
• Perform other duties and special projects as required.
• Preferred experience in Microsoft Office Suite and Adobe.

Qualifications

Minimum Qualifications

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

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, candidates may be hired via a non-competitive appointment if they meet the below NY HELPS minimum qualifications: 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 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.

Non-competitive Qualifications

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program.

Trainee 2: One year of experience as described above.

Journey-level: Two years of experience as described above.

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

Note: Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2. Upon satisfactory completion of the 12-month training at the Trainee 2, you will automatically advance to the Journey-Level.

To be advanced to the full performance level of this title you must successfully complete a set training and development program.

55 B/C: This position is eligible for 55b/c appointment, and candidates with 55b/c eligibility are encouraged to apply. To be eligible for a 55b/c appointment, candidate must be currently enrolled in the Civil Service 55b/c program and must meet the minimum qualifications listed above. Information about the 55b/c program can be found here: https://www.cs.ny.gov/rp55/.

Competitive Minimum Qualifications

Eligible for a lateral transfer or for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. Information regarding transfer eligibility is available on the Civil Service Career Mobility Office website at https://careermobilityoffice.cs.ny.gov/cmo/gotit/.

Reachable on the appropriate eligible list in order to be list appointed.

Note: If you are on the examination eligible list for the position title and shift in this location, you do not need to respond to this posting unless you are also eligible for appointment by one of the qualifications listed above. Candidates must be reachable on the current eligible list for this title in order to be list appointed.

Please Note

Appointment to this position and continued employment with the agency is contingent upon obtaining and/or maintaining New York State residency within six months of hiring.

Appointment to this position is not final until all agency approvals have been granted.

Additional Comments

ITS will not offer permanent employment to any candidate unless the candidate provides documentation that they are authorized to accept work in the United States on a permanent basis. It is the policy of ITS not to hire F1 or H1 visa holders for permanent employment or to sponsor non-immigrant aliens for temporary work authorization visas or for permanent residence. Some positions may require fingerprinting.

Benefits of Working for NYS Generous benefits package, worth 65% of salary, including:

Holiday & Paid Time Off

• Thirteen (13) paid holidays annually
• Up to Thirteen (13) days of paid vacation leave annually
• Up to Five (5) days of paid personal leave annually
• Up to Thirteen (13) days of paid sick leave annually for PEF.
• Up to three (3) days of professional leave annually to participate in professional development Health Care Benefits
• Eligible employees and dependents can pick from a variety of affordable health insurance programs
• Family dental and vision benefits at no additional cost

Additional Benefits

• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• And many more.

The Office of Information Technology Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage all individuals with disabilities to apply.