Administrative Assistant 1, G-11 or Trainee 1/2, G-NS (Equated to G-8/10) (NY HELPS)

The duties that the incumbent of the vacancy will be expected to perform. Duties Description Duties include, but are not limited to: • Answers telephone and gives information to callers, takes messages, andtransfers calls to appropriate individuals. • Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons. • Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries. • Tracks and coordinates assignments.• Sets up and manages paper and electronic filing systems. • Uses various information technology applications such as email, database, spreadsheets and word processing applications.• Operates office equipment such as printers, scanners, and copiers; and arrangesfor repairs when equipment malfunctions. • Creates, maintains, and enters information into spreadsheets and databases. • Maintains scheduling and event calendars. Schedules and confirmsappointments for clients, customers, or supervisors. • Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff. • Completes forms in accordance with agency procedures. • Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.• Locates and attaches appropriate files to incoming correspondence requiring replies. • Composes, types, and distributes meeting notes, correspondence, and reports.• Provides services to customers, such as order placement or account information. • Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed and recommends revisions. • Searches for information using various sources including the internet. • Manages projects or contributes to committee or teamwork. • Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.• Orders and distributes supplies. • Creates conference or event materials such as flyers or invitations. • Establishes work procedures or schedules and keeps track of the daily work of clerical staff. • May supervise other clerical staff and provide training and orientation to new staff.• May take meeting minutes, and/or prepare material from dictation.

The minimum qualifications required for this vacancy. Minimum Qualifications To be eligible for this position, you must meet one of the following conditions.NY HELPS appointment*: To be eligible for a NY HELPS appointment, the candidate must have: Administrative Assistant 1, G-11: Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.• Substitution: 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.Administrative Assistant Trainee 2, G-NS (Equated to G-10): One year of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.Administrative Assistant Trainee 1, G-NS (Equated to G-8): Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration.Successful completion of the traineeship will require taking courses in the following competencies: Professionalism and Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology. It must include instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics.A candidate appointed to the Trainee 1 level will be required to complete four mandatory courses the first year of traineeship and four elective courses in four competency areas (sixteen total) the second year of the traineeship through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency.Transfer: One year of permanent, contingent-permanent, or 55b/c service allocated to a G-6 or higher eligible for transfer under Section 70.1 of Civil Service Law.Reinstatement: If you previously served in this title or in a title otherwise transferable to this title, you may be considered for reinstatement pursuant to Civil Service Law, if it is in the best interest of the agency. If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission. All reinstatements must serve a mandatory 52-week probation period. 55b/c Appointment: This position is eligible for 55b/c designation and candidates with 55b/c eligibility are encouraged to apply. Candidates must meet the minimum qualifications stated above and must submit their current 55b/c eligibility letter along with their application.Individuals who are eligible for appointment from the Administrative Assistant Trainee 1, G-NS eligible list are also encouraged to apply.*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, but all candidates must meet the minimum qualifications of the title for which they apply.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 TAKE A CIVIL SERVICE TEST. Employees will then be afforded with all of 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.

Additional comments regarding the vacancy. Additional Comments Hours of the position will be discussed at the time of interview, including questions regarding Flextime, AWS/Compressed work week and Telecommuting.There are many benefits to working for the DMV! Including: o Paid Leaveo Paid Holidayso Pensiono Health Insuranceo Dental & Vision Coverageo Flex Spendingo Voluntary 457B Retirement Saving Programo Health Care Spending Accounto Tuition Assistance Programso Public Service Loan Forgiveness Programo Transportation Savings Programo Employee Assistance ProgramsFor additional information about the benefits of being a state employee, visit the Office of Employee Relations website at Department of Motor Vehicles (DMV) is committed to being a model employer for people with disabilities. DMV’s commitment includes ensuring that the recruitment, application, interviewing and hiring processes are accessible to all job applicants. If you are a job applicant who may need a reasonable accommodation for any part of the application and hiring process, please contact [email protected] is committed to diversity and equal opportunity, and to building a team that represents a variety of backgrounds, perspectives, and skills. We are proud to be an equal opportunity workplace, and we encourage all qualified individuals to apply, including people with disabilities or any other protected category under the law. Our goal as an employer is to reflect the diverse identities, experiences and geographies of the communities and customers we serve.

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