Administrative Assistant 1 or Trainee (NY HELPS)

New York State Department of Agriculture and Markets • Albany, NY

3d • $40,391 - $58,447 • Hybrid

About The Position

The New York State Department of Agriculture and Markets is seeking an Administrative Assistant 1 or Trainee to work in the Division of Milk Control and Dairy Services in Albany. This role provides essential administrative and office support to program staff. Key duties include preparing correspondence and reports, maintaining electronic and paper records, tracking assignments, and managing filing systems. The position also involves answering phones, greeting visitors, managing calendars, scheduling meetings, and coordinating travel and events. The Administrative Assistant 1 or Trainee utilizes standard office software and equipment, handles mail distribution, and may support teams or committees, assist with document preparation, and supervise or train clerical staff. This is a full-time position (37.5 hours per week, Monday-Friday) based in Albany, NY, with opportunities for telecommuting in accordance with agency guidelines. The position is part of the NY HELPS Program, allowing for non-competitive appointment initially, with expected conversion to competitive status within one year of permanent appointment.

Requirements

• 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.
• Must successfully complete a set training and development program to advance to the full performance level.
• Trainees will be required to take eight courses (four mandatory, four electives) in administrative support competencies: Computer Skills and Technology, Interpersonal and Customer Relations, Professionalism and Self-Management, Verbal and Written Communication.
• Mandatory courses: Microsoft Word Basics, Customer Service, Organized Office Worker, Successful Business Writing.
• One year of permanent, contingent-permanent, or 55 b/c service as an office assistant, clerical, or keyboarding title allocated to Grade 6 or higher (for direct-line lower-level promotion title qualifications).
• One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (for 70.1 transfer qualifications).
• One year of permanent, contingent-permanent, or 55 b/c service as an Administrative Assistant Trainee 1, NS, Administrative Assistant Trainee 2, NS, or Administrative Assistant 1, G-11 (for Reassignment Qualifications).

Nice To Haves

• Successfully completed courses in Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing (for advanced placement to Trainee 2).
• Successfully completed courses in Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing AND four courses in Computer Skills and Technology, Interpersonal and Customer Relations, Professionalism and Self-Management, Verbal and Written Communication (for advanced placement to Administrative Assistant 1).

Responsibilities

• Prepare correspondence and reports.
• Maintain electronic and paper records.
• Track assignments.
• Manage filing systems.
• Answer phones.
• Greet visitors.
• Manage calendars.
• Schedule meetings.
• Prepare correspondence.
• Maintain filing systems.
• Sort and distribute mail.
• Coordinate travel and events.
• Provide support to teams or committees.
• Assist with document preparation.
• Supervise or train clerical staff.

Benefits

• Cost-effective health insurance options.
• Fully covered dental and vision care.
• Participation in the secure New York State Pension Plan.
• Ample paid time off (5 personal days, 13 vacation days, 13 sick days, and 13 paid holidays in the first year).
• Optional Payment Election Program.
• Deferred Compensation Plan.
• Flex Spending Account.
• NY's 529 College Savings Program.
• Potential eligibility for the Federal Public Service Loan Forgiveness Program (PSLF).

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed