Administrative Assistant 1 / Trainee 1-2

NYS Office of Children and Family Services; Buffalo (NY); On-site; USD 42,000 - 52,000; Full time

Job summary

The NYS Office of Children and Family Services is seeking an Administrative Assistant Trainee to support day-to-day office operations in New York. The role includes drafting responses, handling inquiries, coordinating meetings, and maintaining filing systems.

Training courses through NY HELPS and the CSEA Partnership are part of the progression toward Administrative Assistant 1, G-11. The position may be designated 55 b/c and requires completion of mandatory courses during the traineeship.

Qualifications

• Experience using office software (email, word processing) and providing customer service.
• Two-year traineeship available with coursework through the CSEA Partnership or equivalent offerings.

Responsibilities

• Review incoming correspondence and draft responses.
• Review outgoing correspondence for grammar and spelling.
• Transmit instructions to staff and conduct follow-up.
• Coordinate and arrange meetings and establish office procedures.
• Set up and maintain office filing systems (including electronic).
• Resolve day-to-day operational problems and coordinate information flow among executives and staff.

Skills

Office software

Customer service

Business writing

Office administration

Education

Associate's degree in relevant field

Tools

Microsoft Word

Microsoft Excel

Email

Job description

Duties Description

Review incoming correspondence and draft responses where appropriate. Review outgoing correspondence for grammar, spelling, etc. Research background information. Transmit instructions to staff and conduct follow‑up. Handle telephone calls and respond to questions. Coordinate and arrange meetings. Establish office procedures. Set up and maintain office filing systems (including electronic). Resolve day‑to‑day operational problems. Coordinate information flow by acting as liaison among key executives, staff, other employees, and the public. May supervise clerical staff.

Additional duties will be discussed in detail during the interview.

Minimum Qualifications

Transfer: One year of permanent competitive or 55b/c service in this title or in a title eligible for 70.1 transfer;

A two‑year traineeship (Administrative Assistant Trainee 1 & 2 NS= Grade 8 and 10 and leading to Administrative Assistant 1, Grade 11) is available.

Trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses in the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.

All trainees are required to successfully complete all courses before advancing to the Administrative Assistant 1, G-11.

Open to the Public: This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).* The minimum qualifications through the NY HELPS are:

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.

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.

This position may be designated 55 b/c and is subject to verification of applicant eligibility.

Additional Comments

Core operating hours for office‑based positions within the agency are 8-5. Exact shift within that timeframe will be discussed at the time of the interview.

• For the duration of the NY HELPS Program, this title may befilled via a non- competitive appointment, which means noexamination is required but all candidates must meet theminimum qualifications of the title for which they apply. At a future date (within one year of permanent appointment), itis expected employees hired under NY HELPS will have theirnon-competitive employment status converted to competitivestatus, without having to compete in an examination. Employeeswill then be afforded with all of the same rights and privileges ofcompetitive class employees of New York State. While servingpermanently in a NY HELPS title, employees may take part inany promotion examination for which they are qualified.

Background Investigation Requirements

• All prospective employees will be investigated through aCriminal Background Check (CBC), which includes State andfederal Criminal History Record Checks. All convictions must bereported; conviction of a felony or misdemeanor, or any falsifiedor omitted information on the prospective appointee’semployment application, may bar appointment or result inremoval after appointment. Each case will be determined on itsown merits, consistent with the applicable provisions of Stateand federal laws, rules, and regulations. Prospective employeeswill be fingerprinted in order to obtain a record of their criminalhistory information, and may be required to pay any necessaryfees.
• All prospective employees will be screened against theStatewide Central Register of Child Abuse and Maltreatment(SCR). Prospective employees will be required to pay anynecessary fees.
• For Division of Juvenile Justice and Opportunities for Youth(DJJOY) prospective appointees will be checked against the StaffExclusion List (SEL) maintained by the Justice Center for theProtection of People with Special Needs. Prospective employeeswhose names appear on the SEL as having been foundresponsible for serious or repeated acts of abuse or neglect willbe barred from appointment and may have theirnamesremoved from the eligible list(s) for the title(s) if applicable.

The Office of Children and Family Services (OCFS) is an equal opportunity employer. OCFS does not discriminate based upon age, race, creed, color, national origin, sexual orientation, gender identity or expression, religion, military or veteran status, sex, disability (including pregnancy‑related conditions), predisposing genetic characteristics, familial status, marital status, or status as a victim of domestic violence, or other applicable legally protected characteristics. We devote special attention to dismantling racial injustice and recognize that diversity in our workforce is critical to fulfilling our mission. We are committed to the diversity of our staff and encourage applicants from marginalized communities to apply. In furtherance of Executive Order 31 and OCFS’s mission to have a diverse workforce, all people with disabilities are encouraged to apply. All applicants must be dedicated to working in and sustaining an environment of inclusion that affirms and celebrates the backgrounds, learned, and lived expertise, whole identities, and individual perspectives of our staff. Applicants of all backgrounds and experiences are encouraged to self-identify during the application process.