Administrative Assistant 1 & Trainees

Applications Due: 01/06/2025 | Division: TBD | Salary Range: From $38,073 to $55,093 Annually

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Overview

Occupational Category

No Preference

Salary Grade

Grade 08

Grade 10

Grade 11

Salary Range
From $38,073 to $55,093 Annually

Bargaining Unit

ASU - Administrative Services Unit (CSEA)

Employment Type

Full Time

Appointment Type

Contingent Permanent

Jurisdictional Class

Competitive Class

Travel Percentage

Workweek

Mon-Fri, 8:00AM - 4:00PM

Location
110 State Street
Albany, NY 12236

Hours Per Week

37.5

Flextime Allowed

Mandatory Overtime

Compressed Workweek Allowed

Telecommuting Allowed

Yes

Open Positions

Administrative Assistant 1 (SG-11)

Administrative Assistant Trainee 2 (Equated to SG-10)

Administrative Assistant Trainee 1 (Equated to SG-8)

Qualifications

No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program.

Administrative Assistant Trainee 1

High school or high school equivalency diploma.

Administrative Assistant Trainee 2

High school or high school equivalency diploma.

—AND—

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 management of an office.

Administrative Assistant 1

High school or high school equivalency diploma.

—AND—

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 management of an office.

Substitutions
Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

Other Ways to Qualify:

You're currently reachable on the the appropriate eligible list for this title,
You're eligible under the 55 b/c program,
To determine if you're current Civil Service title is eligible for transfer to this title, visit the Career Mobility website. Appointments via transfer must not result in a second, consecutive transfer with an advancement of more than two S-grades or one M-grade. Depending on qualifications, you may be required to serve a 1 or 2-year traineeship that leads to the full level position.

Duties

As an Administrative Assistant 1, you may:

Design filing systems.
Implement policies and procedures.
Respond to phone calls; sort mail; organize.
Coordinate information flow by acting as liaison among executives, staff, other employees, and the public.
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.
Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
Composes, types, and distributes meeting notes, correspondence, and reports.
Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
Orders and distributes supplies.
Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
May supervise other clerical staff and provide training and orientation to new staff.

Knowledge, Skills & Abilities

Possesses excellent interpersonal skills; ability to communicate with tact and diplomacy, both verbally and in written format with peers, management, vendors, technical staff, etc.
Demonstrates ability to work in a team environment, willing to take direction, as well as work independently.
Knowledgeable in Microsoft Excel, Outlook, and Word.
Strong work ethic.
Excellent organizational skills.
Ability to adapt quickly to changing priorities, with flexibility and responsiveness.
Demonstrates careful thought and good judgment when completing assignments and interacting with customers.
Displays a keen aptitude for learning, readily acquiring new knowledge and skills.
Ability to work on multiple projects with different managers, prioritize tasks and meet deadlines.

Additional Comments

Telecommuting

The Office of the New York State Comptroller (OSC) supports telecommuting where it is reasonable to do so based upon the agency’s mission and operational needs. Generally, employees new to OSC will be restricted from telecommuting for at least 8 calendar weeks. After the initial 8 calendar week restriction, if an employee’s primary residence location, duties, and work performance are aligned with telecommuting and operational needs they may be allowed to do so. Generally, OSC employees may telecommute up to 5 days per pay period but may be approved to telecommute less.

Reasonable Accommodation

The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.

Equal Opportunity Employment

The Office of the NYS Comptroller values a workforce with a broad, diverse range of backgrounds and perspectives. All employees are expected to contribute to a professional environment focused on self-evaluation and improvement, as well as acceptance and support of coworkers.

Some positions may require additional credentials or a background check to verify your identity.

Cover Letter & Resume

Reference Item #151051-NY HELPS Administrative Assistant 1 on your cover letter for proper routing.

Be sure to submit an unofficial copy of any transcripts you may have with your cover letter and resume as there are educational requirements for this position.