Review Vacancy

Date Posted: 12/05/23
Applications Due: 12/19/23
Vacancy ID: 145481

Position Information


AgencyHealth, Department of

TitleAdministrative Assistant 1/Trainee - 13505

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $38073 to $55093 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%


Workweek Mon-Fri

Hours Per Week 37.5


From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? Yes


County New York

Street Address Office of Health Equity and Human Rights/Office of Gun Violence Prevention

90 Church Street

City New York


Zip Code10007

Job Specifics

Minimum Qualifications Permanent transfer: Current New York State employee with one year or more of permanent, contingent permanent, or 55-b/c service as an Administrative Assistant 1; OR current New York State employee with one year or more of permanent, contingent permanent, or 55-b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.

preferred Qualifications: Excellent communication and organizational skills with a strong focus on attention to detail; Ability to thrive in a fast paced, high-pressure environment while prioritizing multiple concurrent assignments; Previous experience with administrative duties, including calendar management, meeting coordination and travel booking; Ability to interpret, communicate, and coordinate programmatic and administrative functions; Competency in Microsoft suite.

Duties Description Maintain and manage the Director's calendar, scheduling appointments, meetings, and events; Coordinate and prioritize conflicting commitments, ensuring efficient use of the Director's time; Provide reminders and follow-ups on important deadlines and commitments; Prepare and submit accurate and timely expense reports in accordance with established guidelines; Monitor budgetary expenses, reconcile financial statements, and assist in financial reporting as required; Coordinate with the finance department to process invoices and payments; Compose, edit, and proofread a variety of confidential correspondence, memos, reports, and documents; Manage incoming and outgoing communications, including phone calls, emails, and mail; Ensure timely and professional responses to inquiries, forwarding relevant information to the appropriate parties; Arrange complex and detailed travel plans, including transportation, accommodation, and itineraries; Coordinate logistics for meetings, conferences, and events, both on-site and off-site; Compile necessary documents, presentations, and materials for travel-related meetings; Maintain organized filing systems, both physical and digital, ensuring easy retrieval of documents; Assist in preparing meeting agendas, minutes, and follow-up action items; Provide general administrative support, such as ordering supplies, managing office equipment, and coordinating office maintenance.

Additional Comments The Administrative Assistant 1 / Trainee will play a pivotal role within the Office of Gun Violence Prevention (OGVP). Reporting directly to the Director of OGVP, the Administrative Assistant 1 / Trainee will be responsible for a wide range of OGVP’s fiscal, personnel, and operational administrative tasks. This position requires exceptional organizational skills, attention to detail, and the ability to handle confidential information with utmost discretion. The Administrative Assistant 1 / Trainee will be a key member of the OGVP, providing critical support to ensure the smooth functioning of the office.

Full-time, permanent appointment. *Appointment may be made at a trainee level. A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. If placed at a trainee level, trainees will be required to take four mandatory courses the first year of the traineeship and four elective courses 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 the Administrative Assistant 1, Grade 11.

Transfer candidates, you may be asked for a Social Security Number to verify your transfer eligibility.

For more information on transfer types, transfer eligibility criteria, and the current transfer determinations for your title, visit the following website: "

For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit:

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

Contact Information

Name Human Resources Management Group, TL/AA1/13505/OGVP

Telephone 5184861812

Fax 518-473-3395

Email Address


Street Room 2217, Corning Tower Building, Empire State Plaza

City Albany

State NY

Zip Code 12237


Notes on Applying Please submit your resume and cover letter as one (1) document, preferably in PDF format, by email to, with Reference TL/AA1/13505/OGVP included in the subject line or by mail to Human Resources Management Group, TL/AA1/13505/OGVP, Rm 2217, Corning Tower Building, Empire State Plaza, Albany, NY 12237-0012, or by fax to (518) 473-3395. Failure to include the required information may result in your resume not being considered for this position.