Position Information

NY HELPNo

AgencyEmployee Relations, Office of

TitleAdministrative Assistant 1

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade11

Bargaining UnitM/C - Managerial/Confidential (Unrepresented)

Salary RangeFrom $48006 to $60467 Annually

Employment Type Full-Time

Appointment Type Permanent

Jurisdictional Class Non-competitive Class

Travel Percentage 0%

Schedule

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 9 AM

To 5 AM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

Location

County Albany

Street Address Agency Building 2, 12th Floor

Empire State Plaza

City Albany

StateNY

Zip Code12223

Job Specifics

Duties Description Under the supervision of a professional staff member, the Administrative Assistant 1 provides support to one or more professional staff.

Duties include, but are not limited to:

• Answer telephones, provide information to callers, take messages, and transfer calls.

• Open, read, route, and distribute incoming mail or other materials; answer routine letters; and prepare and mail items.

• Set up and manage paper and electronic filing systems; and use various information technology applications such as email, database, and word processing applications.

• Prepare, review, edit, format, and produce letters, documents, reports, and other draft written materials and ensure that all attachments and enclosures are included.

• Operate office equipment such as printers, scanners, and copiers; and arrange for equipment repairs.

• Serve as liaison to troubleshoot phone and computer issues for assigned program unit.

• Submit ITS tickets on behalf of program unit staff.

• Assist in the preparation of reports by collecting data.

• Set deadlines for responses to correspondence and for timely production of reports and notices. Follow-up with staff to ensure completion.

• Maintain calendars for program unit staff, schedule meetings and appointments and resolve any scheduling conflicts.

• Accompany program unit leadership to meetings as needed.

• Pull files and provide relevant material to accompany mail if necessary. Monitor responses due and follow-up with staff to insure timely replies.

• Order and distribute supplies.

• Administer unit documentation in accordance with OER records retention policy and maintain data storage systems for paper and electronic files, forms, libraries of books, periodicals, and discs; and retrieve material from these systems as requested by staff.

• Prepare and process staff travel vouchers and travel related documentation.

• Coordinate with other support staff in providing coverage throughout the agency.

• Provide initial review for tuition reimbursement program applications to ensure accuracy and correct support documentation.

• Review eligibility and timeliness of reimbursement applications within program guidelines.

• Contact tuition reimbursement applicants and providers to request information and/or documentation that is missing or incomplete.

• Assist with the preparation of close-out, tax, and other reports in accordance with agency guidelines.

• Other duties as required.

Minimum Qualifications 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.

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.

Additional Comments Hours will be discussed during the interview.

The Office of Employee Relations does not discriminate on the basis of race, color, national origin, age, sexual orientation, religion, disability, or other protected class status in the admission to, access to, or employment in their programs or activities.

REASONABLE ACCOMMODATION: The Office of Employee Relations/Labor Management Committees provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify HR@oer.ny.gov or 518-473-3467.

NOTE ON TELECOMMUTING: The Office of Employee Relations/Labor Management Committees employees may be approved for a maximum of 50% telecommuting, however, they are required to apply and obtain approval through management in accordance with The Office of Employee Relations/Labor Management Committees Telecommuting Program Guidelines.

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

How to Apply

Name Human Resources

Telephone

Fax

Email Address resume@oer.ny.gov

Address

Street 2 Empire State Plaza, 8th Floor

City Albany

State NY

Zip Code 12223

 

Notes on ApplyingPlease reference Vacancy No.199647 when applying. To apply, please send cover letter and resume to resume@oer.ny.gov (M.S. Word or PDF is the preferred format). Hard copy via US Mail is also accepted.