Review Vacancy
AgencyAddiction Services and Supports, Office of
TitleAdministrative Assistant 1 (NY HELPS - Formerly Secretary 1)
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $38073 to $55093 Annually
Minimum Qualifications NY HELPS Non-Competitive Minimum Qualifications:
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.**
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.**
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.**
Competitive Minimum Qualifications:
Reassignment & Transfer Opportunities: Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/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.*
*Note: Appointment may be made at a traineeship level. A new two-year traineeship, (Administrative Assistant Trainee 1, NS=Grade 8 starting salary $38,073 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $42,493) leading to Administrative Assistant 1, Grade 11, has been approved effective October 31, 2019. Trainees 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 the Administrative Assistant 1, G-11.
**Candidates who have not previously held a typing title will have to compete in a five-minute typing performance test, typing at the rate of at least 35 words per minute with at least 96% accuracy, or provide acceptable documentation/proof of this typing proficiency within the past five years.
Duties Description • Type or proofread letters, memos, reports and charts for Regional Coordinator and other staff using various computer software programs.
• Maintain office filing system. Create new files, retain files as per State requirements, purge and dispose of as appropriate.
• Transmit instructions to staff and conduct follow-up.
• Assists Program Management staff through processing and coordination of budget submissions during Annual Program Performance Review.
• Open, stamp, review, sort and distribute all incoming mail to appropriate staff, flagging items of importance. Review outgoing correspondence. Prepare outgoing mail and send via appropriate service (U.S. Mail, UPS, Fed Ex).
• Receive all visitors and phone calls to the Regional Office. Provide information, when possible, route individuals needing more information to appropriate source.
• Maintain Regional Coordinator's calendar. Schedule meetings, workshops and conferences to be conducted by Regional Office staff. Conferences include hotel reservations, conference room reservations, train reservations, etc.
• Processes purchase requisitions and reconciles in SFS, manages equipment inventory, and process all paperwork related to such, provides oversight and maintenance of office equipment.
• Assist Regional Office staff with setting up Video Conferences, meetings, and trainings.
• Assists with IT, phone, copier, and equipment related issues.
• Maintain operations and paperwork for Regional Office State fleet vehicles.
• Assist Regional Coordinator through coordination of staff schedules, work logs, and office days.
• Other duties as requested by the Regional Coordinator
Additional Comments OASAS recognizes the value that different people, perspectives and cultures bring to the agency. We strive to create an inclusive culture that uplifts and supports our staff, fostering a sense of belonging in the workplace. Individuals with lived substance use and/or gambling experience are encouraged to apply.
New York State OASAS is an equal opportunity employer and provides opportunity for all regardless of race, gender, religion, national original, sexual orientation, gender identity, age, veteran status, ability, or any other protected class. OASAS encourages people with disabilities to apply. If you need a reasonable accommodation at any point in the application or hiring process, please reach out to Accessibility@oasas.ny.gov.
Some positions may require additional credentials or a background check to verify your identity.
Name Bureau of Human Resources Management
Email Address Recruitment@oasas.ny.gov
Address
Street NYS Office of Addiction Services and Supports
1450 Western Avenue
Notes on ApplyingIf interested, please send resume in Word or PDF format to recruitment@oasas.ny.gov with reference code DB/AA1/50879. Failure to include this code could result in your application not being processed.