NY HELPYes

AgencyGeneral Services, Office of

TitleAdministrative Assistant 1 (HELPS) - VID 215739

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitASU - Administrative Services Unit (CSEA)

Salary RangeFrom $40391 to $58447 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County New York

Street Address AC Powell State Office Building

163 West 125th Street

City Harlem

StateNY

Zip Code10027

Duties Description Duties Description
• Provide direct administrative support for the OGS Building Manager at the Adam Clayton Powell State Office Building.
• Perform various support functions including answering phones and assisting callers, taking messages for building management, transferring calls to appropriate individuals, greet and assist visitors in-person and handle all inquiries.
• Assist with scheduling meetings and maintaining conference room calendars.
• Conducts mandatory training classes for Facility Operations staff. Alphabetizes training attestations and reviews for submittal to DRE Administration.
• Prepare routine responses without direction and assemble background material for more complex issues and draft responses as assigned.
• Edit and/or prepare reports, memos, letters, or other documents using software related to word processing, spreadsheets, databases, and presentations.
• Manage sensitive, confidential information in an appropriate and professional manner.
• Act as liaison for CCE, review calendared events daily, and provide Building Manager with updates on the status of each event.
• Enter and submit monthly 3R’s Waste reports to the appropriate department.
• Review AIM database daily for tenant work order requests for all attentive inquiries.
• Provide Fire Safety Directors with schedules and manage space for internal tenant meetings, fire drills, and tenant Health & Safety meetings connected to the building.
• Create minutes, memorandums, and monthly agendas for all Health & Safety meetings in collaboration with the Building Manager to ensure building policies are being followed by each tenant.
• Other duties as assigned.

Minimum Qualifications This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

Required Experience: 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 level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.

Additional Comments Notes:
*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

The Office of General Services (OGS) is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants from all communities to apply.

For a full version of OGS’s EEO/AA statement and benefits joining Team #OneOGS, please visit http://www.ogs.ny.gov/employment.

Downstate: Location Pay of $4,000.

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

Name Human Resources/ALG

Telephone 518-473-5282

Fax 518-486-1631

Email Address HRresumes@ogs.ny.gov

Address

Street NYS Office of General Services, HRM

31st Floor Corning Tower, Empire State Plaza

City Albany

State NY

Zip Code 12242

Notes on ApplyingPlease submit a resume and cover letter detailing how you meet the minimum qualifications. Indicate the Position Title & Vacancy ID number of each position you are applying to.