Review Vacancy
AgencyState Comptroller, Office of the
TitleAdministrative Assistant 1 (NY HELPS), SG-11, Administrative Assistant Trainee 2, (Equated to SG-10), Administrative Assistant Trainee 1, (Equated to SG-8) Item#151054
Occupational CategoryNo Preference
Bargaining UnitM/C - Management / Confidential (Unrepresented)
Salary RangeFrom $38293 to $56996 Annually
Appointment Type Contingent Permanent
Workday
Minimum Qualifications Do you want a career with a purpose that provides work/life balance? Apply today to join the Office of the New York State Comptroller.
No exam required under the New York Hiring for Emergency Limited Placement Statewide (NY HELPS) Program:
For appointment to the ADMINISTRATIVE ASSISTANT TRAINEE 1 you must have: High school or high school equivalency diploma.
For appointment to the ADMINISTRATIVE ASSISTANT TRAINEE 2 you must have: 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.
For appointment to the ADMINISTRATIVE ASSISTANT 1 you must have: 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.
Substitution: 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.
Competitive Minimum Qualifications:
You must be currently reachable on the appropriate eligible list for this title, eligible under the 55 b/c program, or eligible to transfer to this title under Section 70.1, 52.6, or 70.4 of the Civil Service Law.
For 70.1, 52.6, or 70.4 transfer to a Business Systems Analyst 1, salary grade (SG)-18, you must have one year of permanent competitive, or 55-b/55-c service in an approved title for transfer allocated to an SG-16 or above, SG-12 or above for a Trainee 2, SG-11 or above for a Trainee 1, depending on qualifications.
To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website: Career Mobility Office » GOT-IT (ny.gov)
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 SG-18 position.
Duties Description 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.
Additional Comments Knowledge, Skills, and 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:
Candidates from diverse backgrounds are encouraged to apply. The Office of the State Comptroller is an equal opportunity employer and is committed to workplace diversity, equity, and inclusion.
REASONABLE ACCOMMODATION: The NYS Office of the State Comptroller provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Division of Human Resources at (518) 474-1924.
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 duties and work performance are aligned with telecommuting they may be allowed to do so. Upon approval to telecommute, OSC employees may telecommute up to 5 days per pay period.
Some positions may require additional credentials or a background check to verify your identity.
Email Address OSCHELPS@osc.ny.gov
Address
Street Office of Human Resources
110 State Street, 12th Floor
Notes on ApplyingSubmit a clear, concise cover letter and resume stating how you meet the above minimum qualifications to OSCHELPS@osc.ny.gov, no later than July 1, 2024. Be sure to submit an unofficial copy of any transcripts as there are educational requirements for this position. Documents must be sent as unlocked and accessible attachments.
Reference 151054-NY HELPS Administrative Assistant 1 in the subject line and on the cover letter for proper routing.
When responding, please include the reference number from this section only.