Job Description

Minimum Qualifications Candidates must be reachable on the Civil Service eligible list for Secretary 1, Grade 11.

OR

Transfer Opportunities

Administrative Assistant Trainee 1, equated to SG-8: Candidates must have one year of permanent, competitive service in a qualifying title within two salary grades of an SG-8 position. NOTE: If you are transferring from a non-keyboarding title, you must pass the keyboard performance test prior to appointment.

Examples of qualifying titles include Office Assistant 1, SG-6, and Office Assistant 1 (Keyboarding), SG-6.

Administrative Assistant Trainee 2, equated to SG-10: Candidates must have one year of permanent, competitive service in a qualifying title within two salary grades of an SG-10; AND Completed the four core administrative support courses.
NOTE: If you are transferring from a non-keyboarding title, you must pass the keyboard performance test prior to appointment.

Examples of qualifying titles include Office Assistant 2, SG-9, and Office Assistant 2 (Keyboarding), SG-9.

Administrative Assistant 1, SG-11: Current Administrative Assistant 1, SG-11, candidates with one year of permanent competitive service are eligible to transfer. Other candidates must have one year of permanent, competitive service in a qualifying title within two salary grades of an SG-11; AND Completed the four core administrative support courses and four elective administrative support courses. NOTE: If you are transferring from a non-keyboarding title, you must pass the keyboard performance test prior to appointment.

Examples of qualifying titles include Office Assistant 2, SG-9, and Office Assistant 2 (Keyboarding), SG-9.

Traineeship Requirements: As an Administrative Assistant Trainee 1 and 2, you would participate in a two year traineeship. Trainees will be required to take four mandatory core administrative support courses in the first year of the traineeship and four elective administrative support courses in the second year of the traineeship. Elective coursework should be appropriate for the work performed in the position and requires agency approval. The mandatory and elective courses are in the following four administrative support competency areas: Computer Skills and Technology; Interpersonal and Customer Relations; Professionalism and Self-Management; and Verbal and Written Communication. At the successful conclusion of the traineeship, trainees are advanced without further examination to Administrative Assistant 1, SG-11.

NOTE: Candidates who have not previously served in a keyboarding title must demonstrate adequate keyboarding skills (e.g., the ability to type 30 words per minute with at least 96 percent accuracy) by passing the Keyboard Performance Test.

For more information on titles eligible to transfer into the Administrative Assistant 1, SG-11, or the traineeship, please visit: https://careermobilityoffice.cs.ny.gov/cmo/gotit/

Duties Description As an Administrative Assistant 1, you would ensure the efficient operation of an office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; fielding of questions; information gathering; and compilation of reports. Specific duties may include, but are not limited to, the following:

• Prepare correspondence, reports and other documents utilizing software such as Microsoft Office.

• Set up and manage paper and electronic filing systems.

• Create, maintain, and enter information into databases.

• Maintain scheduling and event calendar. Schedule and confirm appointments for clients, customers, or supervisors.

• Complete forms in accordance with agency procedures.

• Review work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.

• Make copies of various documents, place them in proper files, and distribute them to appropriate staff.

• Open, review, sort and distribute the mail in accordance with staff assignments. Review incoming correspondence and establish follow-up deadlines.

• Respond to incoming calls, respond to questions concerning policies or procedures, and refer calls to appropriate staff member for technical information.

• Maintain inventory of office supplies and arrange for office equipment maintenance and service.

• Perform other clerical and secretarial duties as necessary.

Additional Comments Prospective appointees will be: 1) Checked against the Staff Exclusion List (SEL) maintained by the Justice Center for the Protection of People with Special Needs. Prospective employees whose names appear on the SEL as having been found responsible for serious or repeated acts of abuse or neglect will be barred from appointment and may have their names removed from the eligible list(s) for the title(s) if applicable. 2) Investigated through a Criminal Background Check (CBC), which includes State and federal Criminal History Record Checks. All convictions must be reported; conviction of a felony or misdemeanor, or any falsified or omitted information on the prospective appointee\'s employment application, may bar appointment or result in removal after appointment. Each case will be determined on its own merits, consistent with the applicable provisions of State and federal laws, rules, and regulations. Prospective employees will be fingerprinted in order to obtain a record of their criminal history information and may be required to pay any necessary fees. 3) Screened against the Statewide Central Register of Child Abuse and Maltreatment (SCR). Prospective employees may be required to pay any necessary fees. Additionally, prospective employees whose names are indicated on the SCR may be barred from appointment.

Additional Comments:
Salary Range listed encompasses the hiring rate of an Administrative Assistant Trainee 1 (NS) through the job rate of an Administrative Assistant 1 (Grade 11).
Administrative Assistant Trainee 1 (NS = Grade 8):
$38,073
Administrative Assistant Trainee 2 (NS = Grade 10): $42,493
Administrative Assistant 1 (Grade 11): $44,957 - 55,093

This position is eligible for a Downstate Adjustment of $3,087.

Candidates must provide proof of vaccination for COVID-19 (or willingness to become fully vaccinated). NOTE: All OMH employees must be fully vaccinated for COVID-19.

Some positions may require additional credentials or a background check to verify your identity.

New York State