"Administrative Assistant 1/Trainee (NY HELPS) - C - 00433"

Posting Number:C - 00433Position Title:Administrative Assistant 1/Trainee (NY HELPS)Line number:Job CategoryClericalAccount number:TBDFLSA Classification:Non-ExemptObligation:Calendar YearPosition Type:Appointment Start date:Appointment End date :Salary:Salary Grade:Full Time or Part Time:Full TimeIf Part-Time, fill in %:Benefits SummaryCSEA Benefits Summary

Department Information

Department:PRESIDENT'S OFFICEDivisionPresident's Office

Search Contact Information

Search Contact(s):Human ResourcesSearch Contact Phone/Extension:315-267-4816Search Contact Email:employment@potsdam.eduSearch Contact Fax:

Posting Text

Job Summary/Basic Function:Administrative Assistants 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. These positions are found in virtually all State agencies.

Administrative Assistants 1 and 2 establish office procedures; design filing systems; implement policies and procedures; maintain efficient work flow; resolve day-to-day operational problems; respond to phone calls; sort paper and electronic mail; organize, expedite and follow up on projects; and coordinate information flow by acting as liaison among executives, staff, other employees and the public. Levels in this series are distinguished by an overall evaluation of the following factors: breadth of duties performed; independence of operation; reporting relationship; size and scope of office; and supervisory responsibilities.

Administrative Assistant 1: full performance level; under the supervision of higher-level staff, performs many support tasks but level of involvement is limited by the tasks being performed or by the size and scope of the program supported. Incumbents usually work for administrators, technical or program staff who generally give some direction in setting priorities and answering questions.

This position supports the President’s Office, Provost’s Office and the Division of Diversity, Equity and Inclusion.Job Requirements & Essential Functions of the Job:•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.

•May be required to work some nights and weekends (opening, closing, etc…)

Required Qualifications:This position is eligible for Administrative Assistant Trainee 1.

Administrative Assistant 1: permanent service as an Administrative Assistant 1 (formerly Secretary 1) or reachable on the appropriate eligible list, Secretary 1; or one year of service in a title eligible for transfer under Section 70.1 of Civil Service law and completion of the four core administrative support courses and four elective administrative support courses, as designated by the agency.

Administrative Assistant Trainee 1: one year of permanent service in a title eligible for transfer under Section 70.1 of Civil Service law.

For 70.1 transfers, a comprehensive list of titles approved for transfer to Administrative Assistant 1/Trainee is available here.

Keyboarding proficiency is a minimum requirement for appointment to Trainee 1. If you have not previously held a keyboarding position, you must pass the New York State Department of Civil Service Typing Performance Test.

For additional detail on required coursework, please see General Information Bulletin 19-07.

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.

Minimum Qualifications for applicants not currently civil service eligible for the title:

• Administrative Assistant Trainee 1 – 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training at the Trainee 1, you will automatically advance to Trainee 2.
• Administrative Assistant Trainee 2 – 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. To be advanced to the full performance level of this title you must successfully complete a set training and development program. Upon satisfactory completion of the 12-month training as a Trainee 2 you will advance to the full level of this title without further examination.
• Administrative Assistant 1 – 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.

Preferred Qualifications:We are seeking candidates who can work effectively in an increasingly diverse environment; and who are open and willing to continue to learn about diversity-related issues, and contribute in fostering a welcoming, supportive and inclusive environment at the College. The ideal candidate will be able to operate in a fast moving environment and be excellent at multitasking, being able to stop and start tasks or projects to assist students in our office and on the phone.Work Days:DaysWork Hours:DaysLocation:

Posting Detail Information

Close Date:06/28/2024Open Until FilledNoSpecial Instructions to Applicants: