Administrative Assistant & Training Coordinator

State of New York - Senate, NYS; City of Albany (NY); On-site; USD 40,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life insurance

Paid time off

Parental leave

Retirement plan

Vision insurance

Sick time

Tuition reimbursement

Job summary

The New York State Senate Personnel Office seeks a motivated Administrative Assistant & Training Coordinator in Albany to provide executive support to the Personnel Office and coordinate employee training programs. The role requires strong organization, discretion, and attention to detail while handling multiple deadlines in a busy environment.

You will manage mandatory training, ethics training, and related compliance activities, maintaining training records and communicating requirements

Qualifications

• Strong organizational, administrative, communication, and customer-service skills.
• Excellent attention to detail with the ability to manage multiple priorities and deadlines.
• Strong recordkeeping, tracking, and follow-up skills.
• Ability to exercise discretion and maintain confidentiality.
• Ability to work independently and collaboratively with employees, Senate offices, management, and external partners.
• Proficiency with Microsoft Office and ability to learn Senate-specific systems and training platforms.
• Prior administrative, human resources, training coordination, or related experience preferred.
• Associate degree or equivalent combination of education and relevant experience preferred.

Responsibilities

• Coordinate and monitor mandatory training requirements for newly hired employees, ensuring required trainings are completed within the established 30‑day timeframe.
• Track new hires, applicable deadlines, training assignments, completion status, and outstanding requirements.
• Communicate training requirements and provide timely reminders and follow-up to employees.
• Assist employees with registration, system access, ESS submissions, and training-related questions or issues.
• Maintain accurate training compliance records and report overdue or incomplete requirements to Personnel management.
• Coordinate annual Ethics Training in collaboration with the Legislative Ethics Commission (LEC) and other stakeholders.
• Prepare and distribute training communications, including registration information, links, instructions, reminders, and follow-up notices.
• Provide day-of training support, including monitoring attendance, registration issues, simulcast logistics, and verification codes.
• Reconcile attendance and completion records and follow up on outstanding training requirements.
• Assist employees with ESS submissions, training access, and routine troubleshooting, coordinating with appropriate departments when necessary.
• Maintain accurate training and compliance records and provide status information and reports as needed.
• Assist with the coordination and tracking of other annual, recurring, or mandatory employee training programs.
• Prepare correspondence, reports, spreadsheets, tracking documents, and other Personnel-related materials.
• Maintain organized electronic and physical records and monitor applicable deadlines.
• Provide administrative support for training and compliance-related activities.
• Coordinate with Personnel staff, Senate offices, and other departments to facilitate timely completion of assigned activities.
• Assist with maintaining accurate records and retrieving information as needed.
• Provide general administrative support for Personnel initiatives and special projects.
• Perform other related duties as assigned.

Skills

Organizational skills

Administrative skills

Communication skills

Customer service

Discretion & confidentiality

Microsoft Office

Team collaboration

Training coordination

Time management

Education

Associate degree or equivalent combination of education and relevant experience

Job description

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Title Administrative Assistant & Training Coordinator

Occupational Category Clerical, Secretarial, Office Aide

Salary Grade NS

Bargaining Unit M/C - Managerial/Confidential (Unrepresented)

Salary Range From $40000 to $50000 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Unclassified Service

Travel Percentage 0%

Workweek Mon-Fri

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 80 South Swan Street

City Albany

State NY

Duties Description The New York State Senate Personnel Office is seeking applications for a motivated, organized, and detail-oriented individual to join our team. The Administrative Assistant & Training Coordinator provides administrative and operational support to the Personnel Office, with primary responsibility for coordinating employee training and compliance activities and related Personnel functions. The position requires strong organizational skills, attention to detail, discretion, follow-through, and the ability to manage multiple time-sensitive processes and deadlines.

In this dynamic role, essential duties and responsibilities will include:

Mandatory New-Hire Training & Compliance

• Coordinate and monitor mandatory training requirements for newly hired employees, ensuring required trainings are completed within the established 30-day timeframe.
• Track new hires, applicable deadlines, training assignments, completion status, and outstanding requirements.
• Communicate training requirements and provide timely reminders and follow-up to employees.
• Assist employees with registration, system access, ESS submissions, and training-related questions or issues.
• Maintain accurate training compliance records and report overdue or incomplete requirements to Personnel management.

Annual Ethics & Employee Training Coordination

• Coordinate annual Ethics Training in collaboration with the Legislative Ethics Commission (LEC), Personnel management, Senate offices, and other stakeholders.
• Coordinate participant counts, registration, training schedules, sign-in sheets, access codes, simulcast information, and other required training materials.
• Prepare and distribute training communications, including registration information, links, instructions, reminders, and follow-up notices.
• Provide day-of training support, including monitoring attendance, registration issues, simulcast logistics, and verification codes.
• Reconcile attendance and completion records and follow up on outstanding training requirements.
• Assist employees with ESS submissions, training access, and routine troubleshooting, coordinating with appropriate departments when necessary.
• Maintain accurate training and compliance records and provide status information and reports as needed.
• Assist with the coordination and tracking of other annual, recurring, or mandatory employee training programs.

Administrative Support

• Prepare correspondence, reports, spreadsheets, tracking documents, and other Personnel-related materials.
• Maintain organized electronic and physical records and monitor applicable deadlines.
• Provide administrative support for training and compliance-related activities.
• Coordinate with Personnel staff, Senate offices, and other departments to facilitate timely completion of assigned activities.
• Assist with maintaining accurate records and retrieving information as needed.
• Provide general administrative support for Personnel initiatives and special projects.
• Perform other related duties as assigned.

Minimum Qualifications To be considered, you must have:

• Strong organizational, administrative, communication, and customer-service skills.
• Excellent attention to detail with the ability to manage multiple priorities and deadlines.
• Strong recordkeeping, tracking, and follow-up skills.
• Ability to exercise discretion and maintain confidentiality.
• Ability to work independently and collaboratively with employees, Senate offices, management, and external partners.
• Proficiency with Microsoft Office and ability to learn Senate-specific systems and training platforms.
• Prior administrative, human resources, training coordination, or related experience preferred.
• Associate degree or equivalent combination of education and relevant experience preferred.

Additional Comments Salary range is $40,000 to $50,000, commensurate with experience.

This recruitment will remain open until filled. Due to the volume of applications, we will not be able to respond to each applicant.

The NYS Senate offers a comprehensive and competitive benefits package that includes a health and wellness in the workplace program that you and your family can benefit from:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Sick time
• Tuition reimbursement
• Vision insurance
• Wellness Program

The New York State Senate is an Equal Opportunity employer that values a diverse and equitable workplace. We do not permit discrimination based on race, age, creed, color, religion, gender/sex, military status, sexual orientation, marital status, familial status, national origin, predisposing genetic characteristics, or physical or mental disability, domestic violence victim status, arrest/criminal conviction record, pregnancy and related conditions, gender identity or expression, sexual harassment, immigration status, or hair texture or protective hair styles.

Some positions may require additional credentials or a background check to verify your identity.

Telephone

Fax

Address

City Albany

State NY

StateJobsNY 2026 NYS Department of Civil Service