Administrative Assistant 1 (NY HELPS)

Job Opening

APPLICATION DEADLINE DATE:  May 22, 2024

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

APPOINTMENT TYPE:      Contingent Permanent                                                           JURISDICTION CLASS: Competitive

DEPARTMENT:                  Central NY Regional Office

                                                620 Erie Boulevard West, Suite 112

                                                Syracuse, NY 13204                                                                                           

BASIC FUNCTION:

Under the general direction of the Regional Director, the incumbent of this position will serve as office manager, providing administrative and secretarial support.

WORK PERFORMED:

• Provide administrative and secretarial support to all staff in the Central New York Regional Office.
• Prepare and coordinate Regional Economic Development Council meetings.
• Maintain Regional Office calendar.
• Schedule meetings.
• Schedule and attend public hearings (local travel required).
• Act as a liaison for representatives of the Department at public hearings; coordinate information presented. 
• Submit necessary paperwork following public hearings.
• Make travel arrangements.
• Prepare and maintain expense reports.
• Assist with database management.
• Answer telephones and handle inquiries in a timely, courteous, and professional manner.
• Represent office and serve as initial contact with public.
• Meet and greet clients and visitors.
• Order office supplies and maintain inventory.
• Coordinate maintenance of office equipment as required.
• Perform general clerical duties such as photocopying, faxing, mailing, and filing.
• Open and distribute mail.
• Monitor correspondence prepared for the Director’s signature to assure timeliness, completeness, and accuracy.
• Maintain office files, electronic files, follow-up systems, as well as established office procedures.
• Other duties 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 made at a traineeship level. A two-year traineeship [Administrative Assistant