Administrative Assistant 1, Trainee 1/Trainee 2 (NY HELPS)

Empire State•Albany, NY

3d•Onsite

About The Position

The Administrative Assistant 1 (NY HELPS) provides administrative support to the Legal department, helping ensure efficient daily office operations and assisting Counsel with legal and administrative tasks. The role is based at 625 Broadway, Albany, New York, and may be filled at an Administrative Assistant Trainee 1 or Trainee 2 level before advancement to the full-performance title. The appointment is permanent and in the competitive jurisdiction class. The incumbent supports Senior Counsel and department staff by handling communications, maintaining electronic case files and litigation or investigation logs, tracking deadlines, retrieving legal authorities, and organizing insurance and coverage documents. The position also supports scheduling, meetings, travel reimbursements, invoices, records, correspondence, office equipment, supplies, and event materials. Appointments through NY HELPS do not require an examination, but candidates must meet the applicable minimum qualifications. Trainees must complete the specified 12-month training and development program at each level to advance. Candidates should submit a cover letter and resume by December 2, 2026, identifying the position and location and explaining how they meet the minimum qualifications.

Requirements

Administrative Assistant Trainee 1: Six months of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
Administrative Assistant Trainee 2: One year of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
Administrative Assistant 1: Two years of experience in administrative support, including use of office software, customer service, business writing, and/or office administration.
For Administrative Assistant 1, an IAAP Certified Administrative Professional certification or an associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.
Candidates must meet the open-competitive minimum qualifications for the applicable title to be considered through NY HELPS.
Candidates seeking transfer eligibility must have one year of permanent competitive service in a title eligible for transfer under Section 70.1 of the Civil Service Law.
Candidates seeking reinstatement eligibility must have previously held the title, or an eligible transfer title, on a permanent competitive basis.
Candidates appointed at a trainee level must successfully complete the required traineeship to advance.

Nice To Haves

Proficiency in SFS, Outlook, Word, and Excel.

Responsibilities

Provide administrative support to Senior Counsel and department staff.
Answer telephone calls, provide information, take messages, and transfer calls to appropriate individuals.
Prepare and track tender letters, indemnification demands, and communications with brokers, insurers, and outside counsel.
Maintain electronic case files, including pleadings, correspondence, discovery, and exhibits.
Create and maintain litigation and investigation logs.
Retrieve statutes, regulations, cases, and court rules.
Obtain, review, and organize insurance policies, certificates of insurance, additional insured endorsements, and related coverage documents.
Track deadlines.
Use information technology applications including Outlook, Peoplesoft, Excel, and word-processing applications.
Operate printers, scanners, and copiers, and arrange repairs when equipment malfunctions.
Create, maintain, and enter information into spreadsheets and databases at the direction of the Legal Department Senior Executive Assistant.
Maintain scheduling and event calendars.
Schedule and confirm appointments for supervisors for Corp and DED Albany-based attorneys.
Coordinate conferences, meetings, and special events such as luncheons.
Assist with and complete travel reimbursement forms for Corp and DED Albany-based attorneys.
Prepare invoices for payment in accordance with agency procedures.
Copy, file, and distribute documents to appropriate staff.
Compose, type, and distribute meeting notes, correspondence, and reports.
Order and distribute supplies.
Create conference or event materials such as flyers or invitations.
Take meeting minutes and/or prepare material from dictation as needed.