StateJobsNY is hiring: Administrative Assistant 1/Trainee in Thiells

Administrative Assistant 1

As an Administrative Assistant 1, you would perform tasks which fall into four broad categories: communication, coordination, organization, and records maintenance. Within these categories, the Administrative Assistant 1 would perform a variety of tasks which enable managers and program staff to accomplish the mission of the agency.

Primary Duties And Responsibilities:

• 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.
• Manages paper and electronic mailing 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.
• Maintains scheduling and event calendars. Schedules and confirms appointments for clients, customers, or supervisors.
• Helps coordinates conferences, meetings, or special events.
• 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.
• 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 distributed.
• Creates conference or event materials such as flyers or invitations.
• May supervise other clerical staff and provide training and orientation to new staff.
• Processing for new employees.
• Scheduling EHS appointments for potential candidates.
• Assisting at Hiring Events with greeting candidates.
• Collecting required documentation, and general assistance.
• Maintain organized systems for filing for employee history files, candidate applications, prospective employee folders.
• Typing various correspondence.
• Scheduling interviews, meetings, and tests.
• Reviewing outgoing/in-coming correspondence and reports to determine their significance.
• Receive and prepare responses to letters, calls and visitors concerning program policies and inquiries.
• Prepare reports using various programs, research background information, transmit instructions, and conduct follow-up.
• Assists Administrators by conducting background checks for new employees.
• Maintains various spreadsheets using various programs.
• Maintain employee files.
• Other duties as assigned.

Selection Criteria:

• Management reserves the right to determine the number of qualified candidates to be interviewed.
• Preference will be given to individuals with experience in the above-mentioned areas.
• At the time of offer, you must be ready to accept or decline the position.
• Occasional travel required, so must possess a valid driver's license and reliable transportation.