Administrative Assistant 1/Trainee - 24-764pk (NY HELPS)

$46,306 - $56,743/Yr

New York, State of - West Seneca, NY

Full-time - Entry Level

West Seneca, NY

Social Assistance

About the position

The Administrative Assistant 1/Trainee position at the Office for People With Developmental Disabilities in West Seneca, NY, is designed to provide essential office support to the Transportation Department. This role involves a variety of administrative tasks, customer service responsibilities, and the use of various office software applications. The position is open to current New York State employees and offers a pathway for career advancement through a structured traineeship program.

Responsibilities

• Answer telephone calls, provide information to callers, take messages, and transfer calls to appropriate individuals.
• Greet visitors or callers, handle inquiries, or direct them to the appropriate persons.
• Open, read, route, and distribute incoming mail or other materials and answer routine inquiries.
• Utilize various information technology applications such as email, databases, spreadsheets, and word processing applications.
• Operate office equipment such as printers, scanners, and copiers; arrange for repairs when equipment malfunctions.
• Create, maintain, and enter information into spreadsheets and databases.
• Schedule appointments for vehicle maintenance fleet.
• Assist in auditing Monthly Vehicle Log Sheets for fleet.
• Complete forms in accordance with agency procedures.
• Assist in maintaining fleet and fuel programs.
• Schedule residential/office moves.
• Assist with necessary reports (MVA, Wex, AMS, ARI audits, Holman).
• Manage and track all paperwork related to accidents involving NYS vehicles, ensuring completion and submission to Fleet Management.
• Assist with ordering parts and supplies for Garage and Transportation departments.
• Review work done by others for correct spelling and proper grammar, ensuring adherence to office format policies, and recommend revisions.
• Search for information using various sources including the internet.
• Mail various items including letters and reports; prepare packages and arrange for shipping.
• May take meeting minutes.

Requirements

• Current New York State employee reachable on the Administrative Assistant 1 eligible list.
• One year of permanent competitive service as an Administrative Assistant 1 or Secretary 1 for transfer eligibility.
• One year of permanent competitive or 55b/c service in a title SG-09 or above for transfer eligibility, along with completion of required coursework.
• Two years of experience in administrative support, including use of office software and customer service for non-competitive minimum qualifications.
• Six months of experience in administrative support for Administrative Assistant Trainee 1.
• One year of experience in administrative support for Administrative Assistant Trainee 2.
• Certification or associate's degree in relevant fields substitutes for two years of experience.

Nice-to-haves

• Ability to manage changing priorities in a fast-paced office environment.
• Strong organizational skills.
• Attention to detail.
• Excellent communication skills.
• High proficiency with Microsoft Outlook, Word, Excel, and Access.
• Strong knowledge of professional correspondence formatting.
• Ability to proofread and edit all correspondence prepared for signature.
• Desire to contribute to a team-oriented workplace.

Benefits

• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Flexible spending account
• Tuition reimbursement
• Employee assistance program
• Vision insurance
• Loan forgiveness
• Retirement plan
• Paid sick time