Administrative Assistant 1, SG-11 or Trainee (NY HELPS)

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

4d•Hybrid

About The Position

The New York State Department of Agriculture and Markets is seeking an Administrative Assistant 1 or Trainee to work in their Division of Food Safety and Inspection in Albany, NY. The Administrative Assistant 1 or Trainee is a mission critical position for the Farm Products Unit within the Division. The selected candidate will answer and channel phone calls from inspections staff and the produce industry; invoice and facilitate accounts receivables for various programs of the unit by using excel and access spreadsheets and Quick Books; prepare and process required financial reports; and support the Farm Products staff in daily matters. This person may also be tasked with processing the Farm Products Unit’s p-card expense report reconciliation in SFS; and maintaining certificate accountability. The Administrative Assistant 1 or Trainee is a full-time position working 37.5 hours per week, Monday-Friday. Opportunities for telecommuting may be available in accordance with the agency’s Telecommuting Program Guidelines.

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 be advanced to the full performance level of this title.
Trainees will be required to take eight courses, four mandatory and four electives, in the following 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 qualification).
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 and Administrative Assistant 1, G-11 (for Reassignment Qualifications).

Nice To Haves

Candidates may be eligible for appointment directly to the Trainee 2 or full performance level.
If you meet the minimum qualifications and have an additional one year of experience administrative support, which includes use of office software (e.g., email, word processing), provision of customer service, business writing, and/or office administration AND have successfully completed courses in Microsoft Word Basics, Customer Service, Organized Office Worker, and Successful Business Writing, you may be appointed to the Administrative Assistant Trainee 2. This will reduce the traineeship time by one year.
If you meet the minimum qualifications and have an additional two years of experience in the areas listed above AND have 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, you may be appointed to the full performance title, Administrative Assistant 1, Grade 11. You must inform the hiring agency of this additional experience at the time of interview.

Responsibilities

Answer and channel phone calls from inspections staff and the produce industry
Invoice and facilitate accounts receivables for various programs of the unit by using excel and access spreadsheets and Quick Books
Prepare and process required financial reports
Support the Farm Products staff in daily matters
Process the Farm Products Unit’s p-card expense report reconciliation in SFS
Maintain certificate accountability

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
First year includes 5 personal days, 13 vacation days, 13 sick days, and 13 paid holidays
Optional Payment Election Program
Deferred Compensation Plan
Flex Spending Account
NY's 529 College Savings Program
Potential to qualify for the Federal Public Service Loan Forgiveness Program (PSLF)