Administrative Assistant 1 (NY HELPS)

Job Opening

APPLICATION DEADLINE DATE: June 27, 2026

JOB TITLE:                   Administrative Assistant 1 (NY HELPS), SG-11, CSEA                                                                                                                LOCATION:                    Albany

                                    Administrative Assistant Trainee 1/ Trainee 2 (NY HELPS) 

APPOINTMENT TYPE: Permanent                                                                                                                                                                                        JURISDICTION CLASS: Competitive

DEPARTMENT:             Division of Science, Technology and Innovation (NYSTAR)

                                   625 Broadway

                                   Albany, NY 12245

BASIC FUNCTION:

Under the general direction of the Deputy Director, the incumbent of this position will be responsible for providing administrative assistance to the Division of Science, Technology and Innovation (NYSTAR). 

WORK PERFORMED:

• Provide administrative support to the Deputy Director and department staff. 
• Transcribing correspondence for the Deputy Director and department. 
• Schedule and coordinate meetings and appointments. 
• Monitor correspondence prepared for the Deputy Director's signature to ensure timeliness, completeness and accuracy. 
• Maintain document retention and storage practices across digital platforms (Google Drive, Sharepoint, and network drives) and follow-up systems. Revises office procedures as required. 
• Leverage and develop best practices for team software tools and use (ex: Asana, Google Gemini and other AI platforms, AirTable, Submittable, o365, Zoom, etc).
• Handle telephone inquiries on a wide variety of topics relevant to the Office operations, responding to inquiries and directing more technical questions to appropriate staff. 
• Prepare trip memorandums in advance for approval. Make all travel arrangements and submit expense reports to payroll. 
• Coordinates staffing work schedules for the department to ensure adequate coverage at all times. 
• Coordinate and schedule department staff meetings to ensure the department meets on a monthly basis, if applicable. 
• Produce draft and finished copy of various documents and program correspondence, as required from dictation or hand-written documents. 
• Coordinate department marketing and outreach events to promote Corporation programs. Works directly with Deputy Director on speaking events, marketing and publicity. Ensure marketing collateral is distributed through various external stakeholders. 
• Assist Program Directors with payment requisitions, tracking and monitoring, contract preparation, and other operational tasks. 
• Coordinate with external partners on meetings, promotional events, and program specific projects as necessary. 
• Work on the department’s reporting metrics and compiles quarterly and year end reporting for each of the program areas. 
• Prepare documents for hearings and testimony.
• Coordinate responses to request for input on bills etc. for Deputy Director/department. 
• Check all invoices for accuracy and valid signatures prior to Deputy Director/department head’s approvals. 
• Perform other miscellaneous duties as assigned e.g., orders equipment, supplies, legal materials, etc. 

MINIMUM QUALIFICATIONS:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is require