What are the responsibilities and job description for the Administrative Assistant 1/Trainee 1/Trainee 2 (NY HELPS) position at State of New York - Public Employment Relations Board?
- Administrative support. This includes, but is not limited to, answer phone, greet visitors, operate office equipment, maintain office scheduling, coordinate meetings, research information, contribute to committee work, create conference material.
- Office Supplies – Procure, maintain, and keep inventory of office supplies and publications for all PERB offices. Mail supplies to regional offices as needed.
- Mail Processing – Oversee all aspects of incoming and outgoing mail, including daily pickup and delivery from ESP Concourse post office box. Run outgoing mail through postage machine. Track postage meter on machine. Monitor for maintenance/repair.
- Accounts Payable - Reconcile monthly procurement card statements and maintain credit card statements with all supporting documentation.
- Check Deposit- Verify revenue and reconcile amounts. Enter SFS transactions. Submit checks to Treasury.
- Reception Duties -Answer incoming calls for the Office of Administration and other program areas as needed.
- SFS – Enter travel and expense reports into the SFS system. Troubleshoot problems. Act as a liaison between the BSC and PERB staff for expense report submission.
- Publications – Receive orders for PERB publications. Process payment and fulfill orders. Reproduce publications as needed.
- Records Management - Pull, box, label and deliver various files to the Records Center or Achieves in accordance with record retention policy. Complete requests to retrieve files.
- Facilities Maintenance - Report any building problems or concerns, safety issues, etc., to the Administrative Officer and Building Manager.
- Tenant Safety Organization – Participate in the Agency TSO for building evacuations.
- Scanning and Electronic Filing - Federal Mediation notifications and Contracts.
- Library - Maintain and keep inventory of library publications.
- Additional duties as directed.
Minimum Qualifications NY HELPS This title is part of the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) program. For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required. However, all candidates must meet the minimum qualifications of the title for which they apply.
At a future date (within one year of permanent appointment), 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 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.
Minimum Qualifications:
For Administrative Assistant 1 (SG11): 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 degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.
For Administrative Assistant Trainee 2 (SG10): 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.
For Administrative Assistant Trainee 1 (SG8): 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. Upon satisfactory completion of the 12-month training at the Trainee 1 level, you will automatically advance to Trainee 2. You must successfully complete a second 12-month training period to advance to the full performance level of this title.
List Eligibility
Open to those reachable on the Administrative Assistant 1 eligible list.
Promotion Eligibility
One year of service in a clerical title allocated to a Salary Grade 6 and above; and completion of a two-year traineeship.
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. (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
Candidates who previously held this title on a permanent competitive basis or held a title as indicated under the transfer eligible section on a permanent competitive basis may be eligible for reinstatement upon approved from the Civil Service Commission.
- Full title Administrative Assistant 1, SG11: $50,166 - $63,188
- Trainee level 2, SG10: $47.297 - $59.867
- Trainee level 1, SG8: $42,4535 - $53,852
We offer a work-life balance and a generous benefits package, worth 65% of salary, including:
- Holiday & Paid Time Off
- Pension from New York State Employees’ Retirement System
- Affordable Health Care options
- Family dental and vision benefits at no additional cost
- NYS Deferred Compensation plan
- Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds
- And many more...
Some positions may require additional credentials or a background check to verify your identity.
Salary : $50,166 - $63,188