Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS) - 11519

The duties that the incumbent of the vacancy will be expected to perform. Duties Description The Administrative Assistant 1 will provide administrative support to the Wadsworth Center's New Scotland Avenue (NSA) Administrative Office. NSA Admin. provides support to over 400 staff, volunteers, and students at four locations. Specific duties include, but are not limited to: processing incoming and outgoing employee paperwork, updating Wadsworth Center directory and organizational charts; answer and refer telephone calls, assist with scheduling meetings, both virtual and in person, using technology such as WebEx and Microsoft Teams; maintain electronic filing and storage, operate office equipment such as printers, scanners and copiers, arranging for repairs as needed; update tracking systems and distribute incoming mail; assist lab staff with required travel paperwork to seek appropriate approvals, process reimbursements, and answer travel questions; prepare, track, and coordinate assignments, documents, and spreadsheets using various software programs; maintain supplies and equipment inventory, ordering as needed; special projects and other duties as assigned.

The minimum qualifications required for this vacancy. Minimum Qualifications Transfer Opportunity : Current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Administrative Assistant 1 (formerly Secretary 1); OR current New York State employee with one year or more of permanent, contingent-permanent, or 55b/c service in a position allocated to a Grade 6 and above and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant 1 or Administrative Assistant Trainee.*Provisional Appointment: Current New York State Department of Health (DOH) employee with one year or more of permanent, contingent-permanent, or 55b/c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination (see HELPS Non-Competitive: Administrative Assistant Trainee 1: Six months 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.Administrative Assistant Trainee 2: One year 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.Administrative Assistant 1: 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. Certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience. Note: Appointment may be made at either the Trainee 1 or Trainee 2 level (equated to Grades 8 or 10), or Administrative Assistant 1-Grade 11, depending on the qualifications of the candidate.Preferred Qualifications: The preferred candidate must be able to handle multiple priorities in a fast-paced office environment, have strong organizational skills and attention to detail, as well as excellent written/verbal communication skills, and experience with State and HRI procurement and travel guidelines. Experience with both State and HRI personnel transactions. The preferred candidate will also have a high level of competence using the following computer programs: Microsoft Office Suite including Word, Excel, Power Point, and Teams; Visio; Adobe Pro, SharePoint, and Webex.

Additional comments regarding the vacancy. Additional Comments Position is located at the David Axelrod Institute and includes free parking. Dependent upon the initial assignment or subsequent reassignment of this position satisfactory background checks may be required. Additionally, exposure to potentially hazardous substances may be involved with this position; the selected candidate may be required to wear personal protective clothing and equipment, and may undergo pre-employment and/or periodic health evaluations and receive specific immunizationsPermanent, Competitive, full-time. Transfer candidates may be asked for SSN to verify title history and eligibility. *In the absence of an eligible list with three or more candidates willing to accept a position, a temporary provisional appointment may be considered. For provisional appointment, candidates must meet Provisional appointment minimum qualifications. Provisional candidates must apply and take the next Civil Service examination offered for this title and must be reachable on the resulting eligible list to maintain employment.If three or fewer New York State Department of Health (DOH) promotional candidates respond to this notice, the agency may, at its discretion, nominate a qualified employee for non-competitive promotion (NCP) under the provisions of Section 52.7 of the Civil Service Law. Employees must have one year or more of permanent or contingent-permanent, competitive service as listed above. In addition, the agency, also at its discretion, has the option under Section 52.7 of the Civil Service Law to limit consideration to only DOH promotional candidates serving in the direct-line lower-level titles of Office Assistant 2 (Keyboarding) or Office Assistant 2 (Keyboarding – Spanish Language) for NCP nomination. If certified by Civil Service, mandatory reemployment list candidates must be considered first for appointment to this title. Candidates applying under this qualification must not have either failed to pass, or failed (if qualified) to apply for, the last examination for this title, #38-701, held on November 5, 2022. This position is part of the NYS HELPS program. No examination is required. We offer a work-life balance and a generous benefits package, worth 65% of salary, including: • Holiday & Paid Time Off• Public Service Loan Forgiveness (PSLF)• Pension from New York State Employees’ Retirement System • Shift & Geographic pay differentials • Affordable Health Care options• Family dental and vision benefits at no additional cost • NYS Deferred Compensation plan• Access to NY 529 and NY ABLE College Savings Programs, and U.S. Savings Bonds• And many more...The NYS Department of Health is committed to making New York a safer, healthier, and more equitable place to live. Understanding health equity, social determinants of health and health disparities is critical to accomplish our goal of eliminating health disparities. For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: you require reasonable accommodation to complete a job application, a job interview or to otherwise participate in the hiring process, please contact by phone 518-486-1812 or email [email protected] to make a request. NYS Department of Health does not participate in E-Verify and does not sponsor visa applications.For new State employees appointed to graded positions, the annual salary is the hiring rate (beginning of the Salary Range) of the position. Promotion salaries are calculated by the NYS Office of the State Comptroller in accordance with NYS Civil Service Law, OSC Payroll rules and regulations and negotiated union contracts.

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