Administrative Assistant 1 or Administrative Assistant Trainee (NY HELPS)
ConfidentialDuties Description This position is in the Environmental Protection Bureau. Prepare, edit, proofread and review documents, both legal and technical. Maintain paper and electronic files (including initiation, closure and archival of case files). Perform data entry into the NYMatters case management system for case updates, calendar deadlines, and create new intakes (citizen complaints) and matters (litigations and investigations). Coordinate expert witness procurement, depositions, court reporters, and court filings (paper and electronic). Interface with database systems, particularly Oracle-based NYMatters and Paper Archive Management (PAM). Assist with bureau library maintenance and updates. Produce and manage bureau correspondence and reference materials. Schedule meetings, videoconferences and conference calls. Provide telephone coverage, mail distribution, supply ordering, e-fax management, processing monies received as settlement to litigation. Manage fax, email and phone inquiries; route inquiries to appropriate staff. Make travel arrangements, obtain approvals and utilize Statewide Financial System (SFS) to submit travel reimbursement information. Provide direct assistance to and back-up of Administrative Specialist with tasks including, but not limited to: staff onboard/offboard, managing temporary I.D. badges, and maintaining Bureau equipment and templates. Perform additional duties as assigned Minimum Qualifications NY HELPS: 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 compete in an examination. 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. NON-COMPETITIVE QUALIFICATIONS: Administrative Assistant 1 (AA1) (SG 11, current starting salary $49,841, job rate $61,076) 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. Administrative Assistant Trainee 2 (NS Equated SG 10, current starting salary $47,110, job rate $57,813) 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. Administrative Assistant Trainee 1 (NS Equated SG 8, current starting salary $42,209, job rate $51,981) 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. 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. Successful completion of a two-year traineeship leads to appointment as an Administrative Assistant 1, SG-11. If appointed at the traineeship level, you will need to complete mandatory coursework to advance to the full AA1 SG-11. If appointed at the SG-11 hiring rate, you may be required to provide proof of successful completion of the required four mandatory administrative support courses and completion of the four elective administrative support courses. OTHER WAYS TO QUALIFY: Reachable on the Depar…