Administrative Assistant 1 (NY HELPS)

Job Opening

APPLICATION DEADLINE DATE:  June 29, 2024

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

APPOINTMENT TYPE:      Contingent Permanent                                                      JURISDICTION CLASS: Competitive

DEPARTMENT:                  Tourism

                                            625 Broadway, Albany, NY 12245                                                                   

BASIC FUNCTION:

Under the direction of the Executive Director of Tourism and Sr. Director of Tourism Policy & Operations, the incumbent of this position will provide administrative support for the VP/Executive Director of Tourism, and for the Division of Tourism as a whole.

WORK PERFORMED:

• Serve as the primary administrative support to the Executive Director (ED) of Tourism, including but not limited to: managing the ED’s schedule; scheduling meetings; arranging travel; processing travel reimbursements; tracking tasks and work to be completed by the ED; and tracking ED’s approval of invoices, travel requests and other incurred expenses by members of the Division.
• Assist team members to prep for ED’s speaking engagements and appearances and update schedule and travel accordingly.
• Answer and direct calls from the ED’s phone line, and the general Division phone line.
• Assist in drafting agendas and scheduling the Division’s monthly team meetings.
• Update the Division’s staff attendance, telecommuting, and Zoom account calendars.
• Provide support for the Division’s participation in tourism events, which might include assembling invitation lists; following-up with invitees; and facilitating availability of needed promotional materials.
• Provide other Division support, such as: composing and distributing meeting notes; preparing meeting materials; and arranging for proper access to electronic equipment and communication platforms (e.g., conference calls and video conferencing).
• Work in coordination with supporting team members to ensure effective and informed administrative coverage of the ED.
• Assist on other tourism projects as assigned.

EDUCATION & REQUIREMENTS:   

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 required. However, all candidates must meet the minimum qualifications of the title for which they apply. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive, and the official probationary period will begin.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. 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.

Minimum Appointment Qualifications: 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.  

The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least thirty (30) words per minute with at least 96% accuracy by completion of probation.

Substitutions: Certification (e.g., IAAP Certified Administrative Professional) or associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience.

List Eligibility: Open to those reachable on the Administrative Assistant 1 eligible list.

Traineeship Eligibility: Appointment may be m