Review Vacancy
TitleAdministrative Assistant 1/Trainee
Occupational CategoryClerical, Secretarial, Office Aide
Bargaining UnitAPSU-Agency Police Services Unit (PBAofNYS)
Salary RangeFrom $39215 to $46306 Annually
Minimum Qualifications Non-competitive (NY HELPS):
High school diploma or high school equivalency diploma
Two years of experience in administrative support
Use of office software (e.g., email, word processing)
OR
*Reassignment Requirement: You must have one year of permanent competitive or 55b/c service as an Administrative Assistant 1, SG-11, or Secretary 1.
*Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).
*Administrative Assistant Trainee 1 Transfer Eligibility -----------
Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).
*Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must either have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 or one year of services in a clerical title (SG-8 or above) AND successfully completed the four core administrative support courses.
*Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship AND successfully completed both the four core administrative support courses and the four elective administrative support courses, as designated by the agency.
*Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.
All applicants must meet at least one of the above requirements.
Duties Description Illustrative Tasks:
• Answers telephone and gives information to callers, takes messages, and transfers calls to appropriate individuals.
• Greets visitors or callers and handles their inquiries; or directs them to the appropriate persons.
• Opens, reads, routes, and distributes incoming mail or other materials and answers routine inquiries.
• Tracks and coordinates assignments.
• Sets up and manages paper and electronic filing systems.
• Uses various information technology applications such as email, database, spreadsheets and word processing applications.
• Operates office equipment such as printers, scanners, and copiers; and arranges for repairs when equipment malfunctions.
• Creates, maintains, and enters information into spreadsheets and databases.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Coordinates conferences, meetings, or special events, such as luncheons or graduation ceremonies. Makes travel arrangements for staff. Creates and/or submits travel expense reports for staff.
• Completes forms in accordance with agency procedures.
• Makes copies of various documents, places them in proper files, and distributes them to appropriate staff.
• Locates and attaches appropriate files to incoming correspondence requiring replies.
• Composes, types, and distributes meeting notes, correspondence, and reports.
• Provides services to customers, such as order placement or account information.
• Reviews work done by others to check for correct spelling and proper grammar, ensures that office format policies are followed, and recommends revisions.
• Searches for information using various sources including the internet.
• Manages projects or contributes to committee or team work.
• Mails various items including letters, reports, and promotional materials; and prepares packages and arranges for them to be shipped.
• Orders and distributes supplies.
• Creates conference or event materials such as flyers or invitations.
Establishes work procedures or schedules and keeps track of the daily work of clerical staff.
• May supervise other clerical staff and provide training and orientation to new staff.
• May take meeting minutes, and/or prepare material from dictation.
Additional Comments Reporting to the Director of Academic Advising, the Administrative Assistant 1/Trainee in Academic Advising Services is a team member committed to student success. The AA1 manages the office, appointment making, and several databases. Work with the Banner Student Information System, OnBase, and other campus systems is a daily part of this position. The AA1 is not an academic advisor, but the department will help the successful candidate understand the role of advising at the university; in turn, the AA1 will work routinely to help train support staff who work in academic departments on advising matters.
Some positions may require additional credentials or a background check to verify your identity.