Administrative Assistant 1 - 15216

Minimum Qualifications:

NY HELPS Non-Competitive Minimum Qualifications:
Administrative Assistant Trainee 1: High school or high school equivalency diploma.

Administrative Assistant Trainee 2: High school 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: High school or high school equivalency 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.

Reassignment & Transfer Opportunities: Current New York State Department of Health employee with permanent or contingent permanent status as an Administrative Assistant 1, Grade 11, OR current New York State employee with one or more years of permanent, contingent-permanent, or 55 b/c service as an Administrative Assistant 1.

OR: Current New York State employee with one or more years of permanent, contingent-permanent, or 55b/c service in a position allocated to Grade 6 or above, and eligible for transfer under Section 70.1 of the Civil Service Law to Administrative Assistant Trainee 1.

* A passing score on a typing test is required before a job offer to this title can be approved.

Preferred Qualifications:The ideal candidate will have the following preferred qualification: Proficient in Word, AdobePro, and Excel. Proficient with the State Financial System (SFS). Preferred work hours 8am-4pm. Excellent verbal and written communication. Previous experience in working as a team.

Duties Description: The incumbent will be responsible for performing/overseeing the following job duties: Provide direct assistance to the Chief and Deputy Counsels of PMC.
Manage administrative duties day-to-day.
Preparation of typing correspondence, subpoenas, pleading, legal briefs, motions, exhibits for hearings and Findings of Fact and Conclusion of Law, along with other documents.
Preparation and mailing of documents.
Coordinate and arrange meetings.
Set up WebEx conference calls.
Answer telephones.
Resolve day-to-day operational issues/problems.
Ability to exercise independent judgement in performing all tasks.
Coordinate requests/reservations for the use of the BPMC conference room. Coordinate records management with the bureau.
Maintain upkeep of electronic office equipment.
Ordering office supplies through the OMG Supply Ordering System.
Maintain office filing system. Processing/Records management of all closed hearing materials that are to be saved and sent to the State Records Center.
Processing/recordkeeping of all requests for materials from the records center; and processing all materials being returned to the record center. Handling process of all purchasing requirements for the Albany and NYC bureaus. Preparation of purchase requests/approvals for purchase and reconciliation of monthly purchases.
Coordinate bureau procurements, reviewing invoices for accuracy and submitting for payment in a timely manner.
Assist Albany and NYC staff with travel arrangements/preparation.
Direct travel assistance to the Chief Counsel.
Proficiency with State Financial System (SFS) in both Purchasing and Travel.

Additional Comments: Full-time, permanent appointment. Appointment may be made at a trainee level. A two-year traineeship leading to Administrative Assistant 1, Grade 11, is in effect. 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, if they meet the below NY HELPS minimum qualifications.

Benefits of Working for NYS
Generous benefits package, worth 65% of salary, including:
Holiday & Paid Time Off

• Thirteen (13) paid holidays annually
• Up to Thirteen (13) days of paid vacation leave annually
• Up to Five (5) days of paid personal leave annually
• Up to Thirteen (13) days of paid sick leave annually for PEF/CSEA
• Up to Eight (8) days of paid sick leave annually for M/C
• Up to three (3) days of professional leave annually to participate in professional development

Health Care Benefits

• Eligible employees and dependents can pick from a variety of affordable health insurance programs
• Family dental and vision benefits at no additional cost

Additional Benefits

• New York State Employees’ Retirement System (ERS) Membership
• NYS Deferred Compensation
• Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
• Public Service Loan Forgiveness (PSLF)
• And many more..

For more information on the NYS Department of Health’s Mission, Vision, Values and Strategic Plan, please visit: https://health.ny.gov/commissioner/index.htm

Job Type: Full-time

Pay: $44,957.00 - $55,093.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Albany, NY: Relocate before starting work (Required)

Work Location: In person