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

Description

Duties Description

Under the general direction of the Deputy Director, the incumbent of this position will be responsible for providing administrative assistance to the Division of Science, Technology and Innovation (NYSTAR).

Duties Include But Are Not Limited To

• Provide administrative support to the Deputy Director and department staff.
• Transcribing correspondence for the Deputy Director and department.
• Schedule and coordinate meetings and appointments.
• Monitor correspondence prepared for the Deputy Director's signature to ensure timeliness, completeness and accuracy.
• Maintain document retention and storage practices across digital platforms (Google Drive, Sharepoint, and network drives) and follow-up systems. Revises office procedures as required.
• Leverage and develop best practices for team software tools and use (ex: Asana, Google Gemini and other AI platforms, AirTable, Submittable, o365, Zoom, etc).
• Handle telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff.
• Prepare trip memorandums in advance for approval. Make all travel arrangements and submit expense reports to payroll.
• Coordinates staffing work schedules for the department to ensure adequate coverage at all times.
• Coordinate and schedule department staff meetings to ensure the department meets on a monthly basis, if applicable.
• Produce draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents.
• Coordinate department marketing and outreach events to promote Corporation programs. Works directly with Deputy Director on speaking events, marketing and publicity. Ensure marketing collateral is distributed through various external stakeholders.
• Assist Program Directors with payment requisitions, tracking and monitoring, contract preparation, and other operational tasks.
• Coordinate with external partners on meetings, promotional events, and program specific projects as necessary.
• Work on the department’s reporting metrics and compiles quarterly and year end reporting for each of the program areas.
• Prepare documents for hearings and testimony.
• Coordinate responses to request for input on bills etc. for Deputy Director/department.
• Check all invoices for accuracy and valid signatures prior to Deputy Director/department head’s approvals.
• Perform other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc.
  
  

Qualifications

Minimum Qualifications

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

Ny Helps Minimum Qualifications

To be considered for appointment through NY HELPS, 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.

Substitutions for Administrative Assistant 1: 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.

List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.

Transfer Eligibility: Candidates must have one year of permanent competitive service in a title eligible for transfer via Section 70.1 of the Civil Service Law. Information regarding transfer eligibility may be available on the Civil Service Career Mobility office website at https://careermobilityoffice.cs.ny.gov/cmo/.

(Important Note: Per Civil Service Law, an employee cannot have two, consecutive upward 70.1 or 52.6 transfers without an intervening eligible list appointment if such transfers would exceed two salary grades.)

Reinstatement Eligible: Previously held the title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis.

55 B/C Qualifications

Individuals certified eligible for the 55 B/C program under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55 B/C of the Civil Service Law will also be considered. To be considered, you must provide a copy of your letter of eligibility with your response.

Preferred Qualifications

Proficiency in SFS, Outlook, Word, and Excel.

Additional Comments

SALARY RANGE: $47,695 - $58,447

Note: The starting salary for candidates with no prior State service will be at the minimum hiring rate.