HR Administrative Assistant Trainee

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

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.