Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)

State of New York • Albany, NY

37d • $40,391 - $58,447 • Hybrid

About The Position

The Office of the New York State Attorney General (OAG) Health Care Bureau (HCB) in Albany operates a dedicated helpline to assist consumers with various healthcare-related concerns. The OAG HCB seeks an Administrative Assistant 1/Trainee to provide day-to-day administrative support to the HCB staff, Assistant Attorneys General, Helpline Managing Attorney and/ or Bureau Chief. Duties may include, but are not limited to, the following:

Requirements

• NY HELPS:
• 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 (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 of 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.
• NON-COMPETITIVE QUALIFICATIONS:
• Administrative Assistant 1 (AA1) (CSEA, SG 11, current starting salary $47,695, job rate $58,447):
• 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.
• Administrative Assistant Trainee 2 (CSEA, NS Equated SG 10, current starting salary $45,081, job rate $55,322):
• 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.
• Administrative Assistant Trainee 1 (CSEA, NS Equated SG 8, current starting salary $40,391, job rate $49,743):
• 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.
• Substitution:
• 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.
• Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses.
• OTHER WAYS TO QUALIFY:
• Reachable on the Department of Civil Service Eligible list for Administrative Assistant 1.
• OR
• Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.
• Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. The CSC has recently covered-in employees who were appointed via NY HELPS on a permanent or contingent permanent basis between June 26, 2024 and June 11, 2025. Notification to employees regarding a change in their status is forthcoming. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within these timeframes and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources. Employees with a permanent NY HELPS appointment occurring effective 6/12/25 or later will be addressed with a subsequent cover-in.

Responsibilities

• Respond to telephone calls, take messages made to HCB Helpline and/or route to the appropriate recipient.
• Greet, direct, and provide materials to consumers with excellent customer service.
• Open, review, sort and distribute incoming physical and electronic correspondence, including incoming complaints to HCB Helpline. Communicate with other bureaus and offices to determine how to redirect as appropriate.
• Prepare outgoing correspondence and documents as assigned, including review of outgoing correspondence for proper grammatical usage and accuracy.
• Design and maintain case files and correspondence files, including opening and closing such files when appropriate.
• Maintain and update systems of record such as NYMatters or other case-management databases.
• Produce daily, weekly, monthly, quarterly and annual reports from the Health Care Bureau's database, detailing the number of helpline calls, referrals and written complaints handled by HCB.
• Prepare reports as needed regarding types of consumer complaints filed with HCB, detailing involved parties and entities, to assist in analyzing trends and issues raised within the healthcare industry.
• Schedule meetings and maintain office calendars to ensure that they are accurate and current.
• Make travel arrangements, including booking of transportation and lodging, and completion of OAG travel documentation.
• Prepare purchasing requests, vouchers, reimbursement requests, and related documentation.
• Order office supplies and ensure that office equipment is in working order.
• Review office procedures and forms. Recommend changes, when appropriate.
• E-file and retrieve documents in the Federal and State Court systems.
• Prepare case files closed by attorneys for shipment to archived records, retrieve case files as requested, and maintain and update paper archive management system.
• Keep staff informed of, and schedule as needed, meetings, court appearances, and legal filings.
• Perform other duties as assigned.

Benefits

• Careers with the State offer multiple benefits, including paid vacation leave (13+ days per year), sick leave, paid State holidays off, health insurance including vision & dental, entry into the NYS retirement (pension) system, education and training, eligibility for public student loan forgiveness, and job stability with promotional opportunities. Workplace flexibilities include multiple options for employees, including telecommuting (up to two days per week) and alternative work schedules.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: Associate degree
• Number of Employees: 251-500 employees