Administrative Assistant 1/ Trainee (NY HELPS) - 79276

Duties Description The Administrative Assistant 1 will assist the Director and Assistant Director of the Bureau of Adult Special Populations and team staff with the day-to-day operations and administrative functions of the bureau. They will manage calendars including scheduling meetings and communicating with internal and external staff to coordinate, The incumbent will review correspondence and other documents and correct grammatical or formatting errors. They will also: receive and transfer calls; receive and respond to or forward e-mails; assist the team with meeting preparations; assist with travel arrangements and related record-keeping; and will respond to staff and stakeholders directly using provided guidance or escalate the matter to other staff in the bureau.

Minimum Qualifications Reassignment & Transfer Opportunities: Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee or Administrative Assistant 1.

Provisional Appointment:* In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet one of the following minimum qualifications: Be a current NYS Department of Health employee with one year of permanent competitive or 55-b/55-c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher. Qualifying titles are available at: https://www.cs.ny.gov/examannouncements/announcements/38701titles.cfm

If three or fewer New York State Department of Health (DOH) promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion (NCP) under the provisions of Section 52.7 of the Civil Service Law.

NY HELPS Non-Competitive:
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.

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. Note: Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.

Preferred Qualifications: The candidate should have a passion for the mission of the bureau which is to support the health, quality of life, and independence of individuals with complex health and social needs. The candidate should be highly organized and motivated to keep others organized. The candidate should possess excellent written and verbal communication skills and pay attention to details. The candidate should be able to multitask and deliver on tight timeframes; have the ability to work collaboratively with co-workers and be self-motivated. Proficient in Microsoft Office Suite and ability to learn new systems and applications. Preferred candidates will have experience in a healthcare field and will have administrative experience.

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