Review Vacancy
AgencyPublic Service, Department of
TitleAdministrative Assistant Trainee* OR Administrative Assistant 1
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitASU - Administrative Services Unit (CSEA)
Salary RangeFrom $35528 to $51410 Annually
Minimum Qualifications Administrative Assistant Trainee 1, NS-8: Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer** under Section 70.1 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive service or 55 b/c service in a qualifying title allocated to a salary grade 6 or higher. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer. 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.
Administrative Assistant Trainee 2, NS-10: Interested candidates must be reachable on an appropriate eligible list or be eligible to transfer** under Section 70.1 of the Civil Service Law. To be eligible to transfer under Section 70.1, candidates must have one year or more of permanent, competitive service or 55-b/c service in a qualifying title allocated to a salary grade 8 or higher AND have completed all four mandatory core administrative support courses. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate must take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.
Administrative Assistant 1, Grade 11: Interested candidates must be reachable on the Secretary 1 list OR be eligible to transfer** under Section 70.1 of the Civil Service Law AND have successfully completed all four mandatory core administrative support courses, as well as successfully completed four elective administrative support courses, as designated by the agency. To be eligible to transfer under Section 70.1, candidates must have one year of permanent, competitive service or 55 b/c service in a qualifying title allocated to a salary grade 9 or higher. If the candidate is not currently incumbering or has not previously held a keyboarding or secretarial title, the candidate will have to take and pass, or have sufficient proof of passing, an appropriate keyboarding proficiency exam to qualify for transfer.
*Successful completion of the two-year traineeship leads to appointment as an Administrative Assistant 1, Grade 11.
**Candidates are encouraged to access GOT-IT on the Civil Service website (www.cs.ny.gov) to determine transfer eligibility.
Duties Description The Administrative Assistant 1 will be assigned to the Public Information Office and will perform duties that include, but are not limited to:
• Answering the Public Information Office phone and directing callers (reporters, consumers, etc.) to the appropriate office.
• Greeting visitors or callers and handling their inquiries; or directing them to the appropriate persons.
• Responding to the Web Questions inbox and ensuring that all questions are responded to appropriately.
• Opening, reading, routing, and distributing incoming mail or other materials and answering routine inquiries. This includes managing the executive correspondence process, which requires that the Administrative Assistant 1 ensures that all Logged letters and VIP correspondence are logged, assigned, and responded to in a timely manner.
• Locating and attaching appropriate files to incoming correspondence requiring replies.
• Tracking and coordinating assignments.
• Utilizing various information technology applications such as email, database, spreadsheets and word processing applications.
• Creating, maintaining, and entering information into spreadsheets and databases.
• Completing forms in accordance with agency procedures.
• Making copies of various documents, placing them in proper files, and distributing them to appropriate staff.
• Reviewing work done by others to check for correct spelling and proper grammar, ensuring that office format policies are followed, and recommending revisions.
• Mailing various items including letters, reports, and promotional materials; and preparing packages and arranging for them to be shipped.
• Preparing daily press clippings.
• Issuing press releases.
• Assisting with social media tasks (e.g., Facebook, Twitter, etc.).
• Preparing travel vouchers.
• Assisting with special projects as needed.
Remarks:
The ideal candidate will have:
• Ability to work comfortably in a busy office environment, with the ability to multitask and deal with shifting priorities.
• Excellent written and oral communication skills.
• Proficiency in Microsoft Office.
• Previous experience with website editing.
Additional Comments About the Department:
The primary mission of the New York State Department of Public Service (DPS) is to ensure affordable, safe, secure, and reliable access to electric, gas, steam, telecommunications, and water services for New York State’s residential and business consumers, while protecting the natural environment. The Department also seeks to stimulate effective competitive markets for clean, renewable, and distributed energy resources that benefit New York consumers, as well as product and service innovations.
Equal Opportunity Employer:
The Department of Public Service is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you have a disability or special need that requires accommodation, please let us know by contacting the Designee for Reasonable Accommodations (DRA) and Americans with Disabilities Act Coordinator which can be found under the Accessibility Link on the Department’s webpage at www.dps.ny.gov.
Some positions may require additional credentials or a background check to verify your identity.