Administrative Assistant 1 Jobs

Minimum Qualifications

One (1) year permanent service as a New York State employee with one (1) year service in a title allocated SG-6 or higher,

OR

HS diploma and 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 management of an office.

Please Note: A typing performance test will be required for those interested employees outside of the Office Assistant 1 (Keyboarding) title series.

Candidates must have appropriate clerical skills, knowledge of proper office procedures, including experience with conventional and electronic data filing systems, be proficient in the operation of personal computers and various software including Microsoft Word, Outlook, Access, and Excel.

Duties Description

Open, review, sort and distribute incoming mail, correspondence, and e-mails.

Research background information necessary for preparing correspondence and draft responses.

Review outgoing correspondence for clarity, content and proper grammatical usage.

Answer telephone and greet visitors to the office responding to and redirecting all inquiries as appropriate.

Coordinate information flow within office ensuring uniformity of office policies and procedure and resolve administrative and operational problems.

Type correspondence, documents and records.

Maintain file system for office.

Order office supplies and schedule maintenance and repair of office equipment.

Schedule meetings and maintain calendar.

Make travel arrangements and prepare travel vouchers.

Additional Comments

The Administrative Assistant position may be filled as a two-year traineeship leading to an Administrative Assistant 1, SG-11. The Administrative Assistant 1 position starts as an Administrative Assistant Trainee 1, which is equivalent to the hiring rate of an SG-8. After successful completion of the required coursework and one (1) year at the Trainee 1 level, the Administrative Assistant will advance to an Administrative Assistant Trainee 2, which is equivalent to the hiring rate of an SG-10. Upon successful completion of the additional required coursework and one (1) year at the Trainee 2 level, the Administrative Assistant Trainee 2 will then be eligible for advancement to an Administrative Assistant, SG-11. As an Administrative Assistant Trainee 1, incumbents are required to complete the following core courses: Microsoft Word 2016 Basics; Customer Service; The Organized Office Worker and Successful Business Writing through the CSEA Partnership.

Eligible candidates that have completed the four (4) core courses listed above prior to appointment may be advanced placed into the traineeship as a Trainee 2. As a Trainee 2, incumbents will be required to complete an in-person course in each of the following competencies, or 4 webinars in each of these competencies: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management and Verbal and Written Communication through the CSEA Partnership. Please note that advanced placement into the full performance level Administrative Assistant 1, SG-11, is possible if the candidate possesses 2 years of qualifying administrative support experience.

The competency categories and course selections are available at: Administrative Assistant Traineeship | NYS & CSEA Partnership (nyscseapartnership.org)

All advancements in the Administrative Assistant traineeship are predicated upon satisfactory job performance and successful completion of the course requirements.

Interested employees should familiarize themselves with the duties, activities and responsibilities of the position of interest prior to the job announcement deadline date.

Per Division policy, employees who were appointed, promoted, reassigned to, or are currently serving a prescribed probationary period in the subject position, are not eligible to request reassignment or transfer to another position, assignment or location. They must first successfully complete the prescribed probationary period or one (1) year in the subject position, whichever is applicable. This policy does not preclude requests for promotion to other positions.

Starting Salaries

Administrative Assistant Trainee 1 - SG-8: $38,073.00.

Administrative Assistant Trainee 2 - SG-10: $42,493.00.

Administrative Assistant 1 - SG-11: $44,957.00.

Resumes will be evaluated to determine whether candidates will proceed to the interview phase of the process.

This position does not require that the candidate has taken and passed a NYS Civil Service examination, or currently holds a qualifying position within the NYS Civil Service System. This position will be filled through a resume review and interview process.

Please be advised that authorization to fill this position is pending Division of Budget approval.

For additional employment opportunities with the New York State Police please visit our website at https://troopers.ny.gov/civilian-employment.