What are the responsibilities and job description for the Administrative Assistant 1 (HELPS) - VID 215739 position at General Services, Office of?
Duties Description
• Provide direct administrative support for the OGS Building Manager at the Adam Clayton Powell State Office Building.
• Perform various support functions including answering phones and assisting callers, taking messages for building management, transferring calls to appropriate individuals, greet and assist visitors in-person and handle all inquiries.
• Assist with scheduling meetings and maintaining conference room calendars.
• Conducts mandatory training classes for Facility Operations staff. Alphabetizes training attestations and reviews for submittal to DRE Administration.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Act as liaison for CCE, review calendared events daily, and provide Building Manager with updates on the status of each event.
• Enter and submit monthly 3R’s Waste reports to the appropriate department.
• Review AIM database daily for tenant work order requests for all attentive inquiries.
• Provide Fire Safety Directors with schedules and manage space for internal tenant meetings, fire drills, and tenant Health & Safety meetings connected to the building.
• Create minutes, memorandums, and monthly agendas for all Health & Safety meetings in collaboration with the Building Manager to ensure building policies are being followed by each tenant.
• Other duties as assigned.
Minimum Qualifications:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:
This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience, certification, and education.
Required Experience: 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.
**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
Additional Comments:
Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.
At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.
For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.
Downstate: Location Pay of $4,000.
• Provide direct administrative support for the OGS Building Manager at the Adam Clayton Powell State Office Building.
• Perform various support functions including answering phones and assisting callers, taking messages for building management, transferring calls to appropriate individuals, greet and assist visitors in-person and handle all inquiries.
• Assist with scheduling meetings and maintaining conference room calendars.
• Conducts mandatory training classes for Facility Operations staff. Alphabetizes training attestations and reviews for submittal to DRE Administration.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Act as liaison for CCE, review calendared events daily, and provide Building Manager with updates on the status of each event.
• Enter and submit monthly 3R’s Waste reports to the appropriate department.
• Review AIM database daily for tenant work order requests for all attentive inquiries.
• Provide Fire Safety Directors with schedules and manage space for internal tenant meetings, fire drills, and tenant Health & Safety meetings connected to the building.
• Create minutes, memorandums, and monthly agendas for all Health & Safety meetings in collaboration with the Building Manager to ensure building policies are being followed by each tenant.
• Other duties as assigned.
Minimum Qualifications:
This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:
This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience, certification, and education.
Required Experience: 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.
**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.
OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
Additional Comments:
Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.
At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.
The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.
For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.
Downstate: Location Pay of $4,000.
Salary : $40,391 - $58,447