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

NYS Department of Transportation; City of Albany (NY); On-site; USD 40,000 - 54,000; Full time

Job summary

The NYS Department of Transportation offers an entry point in Human Resources as an Administrative Assistant. The role supports HR functions, handles employee records, schedules interviews, and assists with onboarding to build foundational HR experience.

Duties include conducting clerical tasks, managing mail and records, coordinating meetings via WEBEX/TEAMS, and supervising junior staff. NY HELPS participation may affect placement and training timelines.

Qualifications

• Six months of experience in administrative support, which includes use of office software (e.g., email, word processing).
• One year of experience in administrative support, including customer service and office administration.
• Two years of experience in administrative support, with use of office software (e.g., email, word processing).
• Substitution: IAAP Certification or associate’s degree may substitute for two years of experience.
• Promotional: experience or training requirements outlined for trainee and full staff levels.

Responsibilities

• Apply working knowledge in all Microsoft Office products, specifically Outlook, Word and Excel.
• Greet employees and visitors who wish to talk to staff within the office.
• Answer incoming calls, document messages and forward to appropriate party.
• Enter visitors into the Visitor Management System as requested.
• Process incoming, outgoing, and inter-office mail.
• Maintain filing systems within the office.
• Assist with posting bulletins and job vacancy announcements, track and organize responses.
• Assist with managing a shared email box, respond or forward emails as appropriate.
• Coordinate agendas and scheduling meetings through WEBEX and/or TEAMS.
• Supervise clerical staff in lower salary graded titles.
• Other clerical duties as assigned.

Skills

Administrative support

Microsoft Office

Customer service

Business writing

Office administration

Education

IAAP Certification

Associate’s degree in office administration

Tools

Microsoft Word

Outlook

Excel

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 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 other visitors that wish to talk to staff within the office
• Answer incoming calls from internal and external callers, document messages and forward to appropriate party
• Entering visitors into the Visitor Management System as requested
• Process incoming, outgoing, and inter-office mail
• Responsible for maintaining filing systems within the office
• Assist with posting bulletins and job vacancy announcements, tracking, and organizing responses
• Assist with managing a shared e-mail box, responding, or forwarding e-mails as appropriate
• Coordinating agendas and scheduling meetings through WEBEX and/or TEAMS
• Supervising clerical staff in lower salary graded titles
• 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).

Qualifications

To be considered for appointment through NY HELPS, or 55 b/c, candidates must meet the open competitive minimum qualifications for this position. The qualifications 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.

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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.

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’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Promotional

Administrative Assistant Trainee 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Only the titles listed are qualifying: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

Administrative Assistant Trainee 2: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND 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.

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

Administrative Assistant 1: One year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher AND 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.

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

The following four administrative support core courses are mandatory and should be completed before advancement to the Administrative Assistant Trainee 2: Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing.

In addition, successful completion of the four elective administrative support courses is mandatory before advancement to the full level Administrative Assistant 1.

Failure to complete the required Traineeship-Coursework Requirements prior to completion of the traineeship will result in a termination from the position.

If chosen, you may, at the agency's discretion, be appointed to a higher level. You must inform the agency of any additional qualifications at your interview.

Candidates may also be qualified for permanent competitive appointment if reachable from the appropriate Civil Service eligible list or eligible for reassignment or transfer in accordance with Civil Service Law.

Additional Comments

Applicants must be currently authorized to work in the United States on a full-time basis.

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

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, 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 an NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Required

Your required educational credentials must have been awarded by an educational institution accredited by a regional, national, or specialized agency recognized as an accrediting agency by the United States (U.S.) Department of Education/Secretary of Education. If awarded by an institution outside of the U.S. and its territories, you must provide independent verification of equivalency. A list of companies that provide these services (fees must be paid to the company you choose) can be found at:

http://www.cs.ny.gov/jobseeker/degrees.cfmt

The salary range listed reflects the full range for this graded position. For new State employees appointed into graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts. For more salary information please visit https://oer.ny.gov/salary-schedules.

DOT is an equal opportunity employer. Disabled persons are encouraged to apply.

In compliance with Public Law 99-603, candidates selected for appointment must provide an original document to prove their citizenship and/or legal right to work in the United States. Candidates for employment must have proper authorization to work in the United States at the time an offer of employment is made. The Department will not sponsor a nonimmigrant for a temporary employment visa (H-1B or similar), OPT STEM, or for permanent residence. Offers of permanent employment may not be made to nonimmigrants whose employment authorization is limited to a period of practical training (F-1 or similar).