Administrative Assistant 1 (HELPS) - VID 221037

Duties Description • Coordinate maintenance and maintain all records for the Campus Utilities vehicle fleet including but not limited to vehicle mileage sheet entries into Fleetwave, preventive and reactive vehicle maintenance appointments, Samsara entries, etc.

• Schedule interviews, collect information from the candidates such as OGS application at the time of interview and score and file interview sheets.
• Process and file timecard adjustment and timekeeper submittal forms.
• Perform a monthly review of the Campus IT equipment inventory assigned within the program including all multi-user computers, perform asset inventory surveys to maintain accurate records.
• Assist staff with AiM entries for operational time off, operational overtime, and training entries.
• Enter contract staff timesheets into AiM, submit timecards to the contract company for payroll, and file.
• Collect plant boiler reading information, collate on master spreadsheet, and file electronically.
• Perform 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.