Administrative Assistant 1 / Trainee 1 / Trainee 2 (NY HELPS)

NYS Department of Transportation; City of Albany (NY); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking an Administrative Assistant to join their Human Resources team. This entry-level position offers a fantastic opportunity to develop your HR skills while managing essential administrative tasks. You'll gain hands-on experience in various HR functions, from scheduling interviews to maintaining employee records. Ideal for individuals looking to start a fulfilling career in HR, this role provides a supportive environment for growth and advancement. If you're organized, detail-oriented, and eager to learn, this position is perfect for you.

Benefits

Flexible Work Hours

Professional Development Opportunities

Health Insurance

Retirement Plan

Qualifications

• One year of service as an office assistant or clerical title required.
• Completion of mandatory courses in administrative support competencies.

Responsibilities

• Manage employee records and assist with onboarding processes.
• Coordinate agendas and schedule meetings using WEBEX and TEAMS.

Skills

Microsoft Office (Outlook, Word, Excel)

Customer Service

Organizational Skills

Clerical Skills

Keyboarding (30 wpm)

Education

High School Diploma

Completion of Administrative Courses

Tools

Visitor Management System

WEBEX

TEAMS

Job description

Duties Description

Starting as an Administrative Assistant in Human Resources is an excellent entry point to kickstart a career in HR. This role often involves supporting various HR functions, providing exposure to different aspects of the field. You may handle tasks such as managing employee records, scheduling interviews, and assisting with onboarding processes. It's a valuable opportunity to gain foundational HR experience and develop skills crucial for future advancement in the field.

Duties

The incumbent of this position will perform administrative tasks for the Office of Human Resources. Duties include, but are not limited to:

• Applying a working knowledge in all Microsoft Office products, specifically Outlook, Word, and Excel.
• Greeting employees and visitors wishing to speak with staff within the office.
• Answering incoming calls from internal and external callers, documenting messages, and forwarding to the appropriate party.
• Entering visitors into the Visitor Management System as requested.
• Processing incoming, outgoing, and inter-office mail.
• Maintaining filing systems within the office.
• Assisting with posting bulletins and job vacancy announcements, tracking, and organizing responses.
• Managing a shared e-mail box, responding or forwarding emails as appropriate.
• Coordinating agendas and scheduling meetings through WEBEX and/or TEAMS.
• Supervising clerical staff in lower salary graded titles.
• Performing other clerical duties as assigned.

Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.

Minimum Qualifications

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

Promotional Qualifications

To be considered for appointment through NY HELPS or 55 b/c, candidates must meet the minimum qualifications for this position. The qualifications are:

• Administrative Assistant Trainee 1: One year of permanent service as an office assistant, clerical, or keyboarding title at Grade 6 or higher.
• Administrative Assistant Trainee 2: One year of permanent service plus completion of four core administrative courses or their equivalents.
• Administrative Assistant 1: One year of service plus completion of the core courses and four elective courses.

Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

Note: A keyboarding test demonstrating at least 30 words per minute with 96% accuracy may be required prior to appointment.

Coursework Requirement for Traineeship

Trainees must complete eight courses (four mandatory and four electives) in administrative support competencies, available through NYS & CSEA Partnership or equivalent. Mandatory courses include Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing. Completion of these is required before advancing to higher levels. Failure to complete coursework will result in termination.

Open Competitive Experience Requirements

• Administrative Assistant Trainee 1: Six months of relevant experience and passing a keyboarding test.
• Administrative Assistant Trainee 2: One year of relevant experience and passing a keyboarding test.
• Administrative Assistant 1: Two years of relevant experience and passing a keyboarding test.

Substitutions include certifications or degrees in related fields. Advancement depends on successful completion of a training program.

Additional Comments

• This title is part of NY HELPS, allowing non-competitive appointments which may convert to permanent status after one year.

The New York State Department of Transportation is an equal opportunity employer and provides accommodations for disabled applicants. Candidates must provide proof of citizenship or legal work authorization.