Administrative Assistant: HR & Office Support

New York State Department of Taxation and Finance; Hauppauge (NY); Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Location pay

Job summary

New York State Department of Taxation and Finance seeks an Administrative Assistant in the NY HELPS program to support clerical tasks, data entry, and customer service in a fast-paced office environment.

The role emphasizes maintaining filing systems, coordinating meetings, handling correspondence, and assisting Human Resources with employee paperwork while ensuring accuracy, confidentiality, and timely completion of tasks.

Qualifications

• Two years of experience in administrative support.
• Proficiency with office software (e.g., word processing, email).
• Strong written and verbal communication.
• Ability to multi-task and meet deadlines.

Responsibilities

• Design, set up, and maintain filing systems for electronic and hard copy data.
• Perform clerical tasks such as mail duties, screen phone calls, data entry, photocopying, and distributing materials.
• Prepare envelopes, letters, forms, and reports when required.
• Schedule meetings and make travel arrangements.
• Assist in ordering supplies.
• Use common office equipment such as printers, photocopy machines, and scanners.
• Develop a strong working knowledge of agency computer systems and software. Enter and/or retrieve and search for information. Assist in the review of new Employee paperwork, Withholding forms, Direct Deposits, etc
• Work closely with Human Resources to process forms and transactions for employees.
• Multi-task and prioritize assignments, organize workload.
• Perform tasks accurately within prescribed time frames to ensure deadlines and unit goals are timely met.
• Communicate clearly and effectively, both verbally and in writing.
• Establish and maintain effective working relationships with co-workers and management.
• Maintain confidentiality of information; exercise good judgment.
• Comply with Office of Human Resources Management, Code of Conduct, Ethics, Internal Control Rules, Policies and Procedures.
• Adhere to the Department’s time and attendance rules.
• Perform other duties as required.

Skills

Administrative support

Customer service

Business writing

Office administration

Microsoft Word

Organizational skills

Communication skills

Education

Associate degree in office administration or related

IAAP Certified Administrative Professional

Tools

Microsoft Word

Office software

Job description

New York State Department of Taxation and Finance seeks an Administrative Assistant in the NY HELPS program to support clerical tasks, data entry, and customer service in a fast-paced office environment.

The role emphasizes maintaining filing systems, coordinating meetings, handling correspondence, and assisting Human Resources with employee paperwork while ensuring accuracy, confidentiality, and timely completion of tasks.