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Review Vacancy

Date Posted 01/15/20

Applications Due01/27/20

Vacancy ID77995

AgencyHigher Education Services Corporation

TitleAdministrative Assistant 1/Trainee

Occupational CategoryAdministrative or General Management

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $41130 to $50405 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.50

Workday

From 8 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address 99 Washington Avenue

City Albany

StateNY

Zip Code12255

Minimum Qualifications Employees who possess the following minimum qualifications may apply:

1) 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

2) 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 $34,831 & Administrative Assistant Trainee 2, NS=Grade 10 starting salary $38, 875) 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 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.

PREFFERED QUALIFICATIONS:

Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, Adobe Pro, SharePoint, and Web-based resources. Ability to maintain efficient office workflow and prioritize multiple assignments with a strong attention to detail. Strong organizational, interpersonal, communication, coordination, and written skills. Ability to work independently and in a team setting, with the ability to resolve day-to-day operational and programmatic issues.

Duties Description This position will provide principal administrative support to HESC’s General Counsel and HESC’s Director of RFP Development and ensures the efficient and effective operations of Counsel’s Office and the RFP Team. Duties include:

1) Answers incoming calls and provides relevant information to callers, takes detailed messages, and transfers calls when appropriate.
2) Greets visitors and handles inquiries or directs them to the appropriate persons.
3) Opens, reads, routes, and answers routine letters, incoming mail or other materials and distributes incoming mail or other materials that require additional handling. Locates and attaches appropriate files or documents to incoming correspondence requiring someone else’s reply.
4) Creates and maintains records maintenance systems. Sets up and manages paper and electronic filing systems that incorporate NYS Records Retention requirements. Makes copies of documents, places them in proper files and distributes them to appropriate staff and/or outside business partners.
5) Handles budgeting and purchasing activities such as ordering supplies, using P-card, etc. as necessary for Counsel’s Office and the RFP Team.
6) Independently operates various software applications including email, database, word processing, etc. and printers, scanners and copiers. Arranges for repair when needed.
7) Creates maintains, and enters information into databases and pulls data logically from such databases as needed.
8) Maintains the calendar for HESC’s General Counsel and RFP Team Director. Schedules and confirms appointments for staff in Counsel’s Office and the RFP Team. Arranges and coordinates meetings, attendees, and events and prepares materials to ensure all information pertinent to the meeting has been prepared in advance of the meeting. Composes, types and distributes meeting notes and summaries, correspondence and reports.
9) Drafts letters for review and signature. Reviews work completed by others prior to distribution to check for correct spelling, proper grammar, and consistency with office format and/or policies.
10) As assigned, searches for information using the internet or other sources.
11) Documents, reviews, writes and revises procedures for Counsel’s Office and the RFP team.
12) Performs other duties as assigned.

Additional Comments NOTE: The hours of this position require working between 8:00 a.m. and 5:00 p.m.

Please be sure to include a valid daytime telephone number and e-mail address on your resume and/or cover letter.

To apply for this position, eligible individuals must send a resume and cover letter via e-mail to Matthew.Wilkinson@hesc.ny.gov with "Administrative Assistant 1/Trainee- VN 3742" in the subject line. Resumes and cover letters must be received by January 27, 2020.

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

Name Bureau of Human Resources Management

Telephone (518) 474-7556

Fax (518) 473-6685

Email Address Matthew.Wilkinson@hesc.ny.gov

Address

Street 99 Washington Avenue

City Albany

State NY

Zip Code 12255

 

Notes on ApplyingPlease be sure to include a valid daytime telephone number and e-mail address on your resume and/or cover letter.

To apply for this position, eligible individuals must send a resume and cover letter via e-mail to Matthew.Wilkinson@hesc.ny.gov with "Administrative Assistant 1/Trainee- VN 3742 " in the subject line. Resumes and cover letters must be received by January 27, 2020.

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