Administrative assistant trainee administrative assistant or administrative assistant

Description

Duties Description

The Administrative Assistant 1 (AA1) will provide critical administrative support for Division Direction (DD) and the Evaluation, Research and Surveillance Unit (ERSU) in the Division of Nutrition (DON). The AA1 will work with a team of professionals to ensure consistent, high-quality support for program activities. They will be the contact for the Division of Nutrition including phone coverage and management of DON and ERSU email, employee badging, and parking permits. This position also acts as liaison between DON and building management for routine maintenance issues. Additional duties include review and updates of existing procedures, and training other staff on these processes. The AA1 will proof-read written documents, gather and compile information from documentation provided, monitor shared email boxes, schedule meetings upon request, update calendars, and maintain and organize program documents. Specifically, for ERSU the AA1 will prepare and track correspondence; coordinate assignment of research requests and special projects to appropriate staff; prepare and track Institutional Review Board applications and continuing reviews. They will also assist with general formatting of evaluation reports, scientific manuscripts, scientific presentations and other supporting materials as needed. The AA1 will liaise with the University at Albany for GRA recruitments, and with the Public Affairs Group for the publishing and posting of annual reports and statistical briefs. Additional duties, as necessary.

Qualifications

Minimum Qualifications

Reassignment: Current New York State Department of Health employee with permanent, contingent-permanent or 55-b/c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer: Current New York State employee with one year or more of permanent, contingent-permanent or 55-b/c service in a title eligible for transfer under Section 70.1 of the Civil Service Law.

Provisional/NCP: Current New York State Department of Health employee with one year or more of permanent, contingent-permanent, or 55-b/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

Ny Helps

Administrative Assistant Trainee 1 (Grade 8): High school diploma or high school equivalency diploma and 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.

Administrative Assistant Trainee 2 (Grade 10): High school diploma or high school equivalency diploma, and 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 management of an office.

Administrative Assistant 1 (Grade 11): High school diploma or high school equivalency diploma; and two years of the above experience.

A certification (e.g., IAAP Certified Administrative Professional) or associate’s degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology may substitute for two years of experience.

Preferred Qualifications: The preferred candidate will have strong organizational skills, and have experience and be proficient in Microsoft Office Suite, Sharepoint, and WebEx.

Additional Comments

Full-time, permanent position.

Transfer candidates may be asked for the last four digits of their social security number to verify eligibility.

Position may be filled at a trainee level (equated to Grades 8 or 10), or Grade 11, depending upon the qualifications of the candidate.

If three or fewer New York State 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:

If 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.