Administrative Assistant 1/Trainee

State of New York•West Seneca, NY

37d•$40,391 - $58,447•Onsite

About The Position

Administrative Assistant 1 will ensure the efficient operation of our office by performing administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering and sharing; and compilation of reports. Maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort paper and electronic mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public.

Requirements

Administrative Assistant 1: Candidates must be a current New York State employee reachable on the Administrative Assistant 1 eligible list. You must respond interested to the canvass when it is sent.
Candidates must have one-year permanent competitive service as an Administrative Assistant 1 or Secretary 1 and be eligible for lateral transfer to transfer under Section 70.1 of the Civil Service Law.
Candidates must have one year of permanent competitive or 55b/c service in a title SG-09 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory and elective coursework.
Administrative Assistant Trainee 1: Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-06 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law.
Administrative Assistant Trainee 2: Transfer: Candidates must have one year of permanent competitive or 55b/c service in a title SG-08 or above deemed eligible for transfer under Section 70.1 of the Civil Service Law AND completion of all required mandatory coursework.
Incumbents will be required to take four mandatory courses the first year of the traineeship and four elective courses in each the second year of the traineeship in four competency areas through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency. All trainees are required to successfully complete all courses before advancing to Administrative Assistant 1, G-11.
Candidates that are not currently incumbering or have not previously held a keyboard or secretarial title, will have to take and pass a typing proficiency exam to qualify for transfer.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation.
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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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. The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. 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.

Responsibilities

Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.
Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
Tracks and coordinates assignments.
Sets up and manages electronic filing systems
Uses various information technology applications such as email, database, spreadsheets and word processing applications.
Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
Creates, maintains, and enters information into spreadsheets and databases.
Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
Creates and/or submits travel expense reports for staff.
Composes, types, and distributes meeting notes, correspondence, and reports
Orders and distributes supplies
May supervise other clerical staff and provide training and orientation to new staff.
May take meeting minutes, and/or prepare material from dictation.
Other duties as assigned

Benefits

If you are employed by state government, you may be able to receive loan forgiveness under the Public Service Loan Forgiveness Program (PSLF). The PSLF Program forgives the remaining balance on Direct Loans after 120 qualifying monthly payments have been made under a qualifying repayment plan while working full-time for a qualifying employer. For more information on PSLF, please visit www.studentAid.gov/publicservice.
Employees on long term leave can bid on positions but must be able to report to work within fourteen (14) days and be able to perform the essential functions of their positions with or without reasonable accommodation (RA). If an employee believes that they need a reasonable accommodation, they should contact the NYS OPWDD Workforce and Talent Management Central Office (518) 486-7222 or Email at [email protected] to obtain information and RA forms.
Savings programs such as the U.S. Savings Bond and the College Savings Plan.
Voluntary pre-tax savings programs such as Health Care Spending Account and the Dependent Care Advantage Account offer employees options to pay for uncovered health care expenses or dependent care expenses.
Access to the Employee Assistance Program (EAP) an assessment and referral service that connects employees with local service providers and support services to address their personal needs.
Life insurance and Disability insurance.
The New York State Deferred Compensation Plan is a voluntary retirement plan that offers employees the option to invest a part of their salaries for retirement on a tax-deferred basis.
Paid Holidays and Leave:
° Thirteen (13) paid holidays each year.
° Thirteen (13) days of paid vacation leave initially.
° Five (5) days paid personal leave each year.
° Thirteen (13) days of paid sick leave each year (PEF/CSEA), which may carry over from year to year.
° Up to three (3) days professional leave each year to participate in professional development events.
Health Care Coverage:
Employees and their eligible dependents can choose from a variety of affordable health insurance programs. Employees are provided family dental and vision plans at no extra cost.
Paid Parental Leave:
Paid Parental Leave allows eligible employees to take up to 12 weeks of paid leave at full pay for each qualifying event. A qualifying event is defined as the birth of a child or placement of a child for adoption or foster care.
Retirement Program:
Participate in The NYS Employees' Retirement System (ERS), which is recognized as one of the best-managed and best-funded public retirement systems in the nation.
Professional Development and Education and Training:
NYS offers training programs and tuition assistance to eligible employees to maintain and increase their professional skills and prepare them for promotional opportunities. For more information, please visit https://oer.ny.gov/training-and-professional-development.
Additionally, the Public Service Workshops Program (PSWP) offers certain professional training opportunities for PEF represented and M/C designated employees that may grant continuing education credits towards maintaining professional licensure. For more information, please visit https://oer.ny.gov/public-service-workshops-program-pswp.