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NYS Office for People With Developmental Disabilities · 19 hours ago

Administrative Assistant 1/Trainee

Rome, NY

Full-time

Onsite

New Grad, Entry Level

$40K/yr - $40K/yr

0+ years exp

The NYS Office for People With Developmental Disabilities is seeking an Administrative Assistant 1/Trainee to provide office and clerical support for the Human Resources Labor Relations Department. The role involves answering calls, managing filing systems, coordinating meetings, and handling various administrative tasks.

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Responsibilities

Provide office and clerical support for the Human Resources Labor Relations Department

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. 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

Qualification

Office softwareCustomer serviceBusiness writingDatabase managementEvent coordinationClerical supportCommunication skillsTeamwork

Required

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

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

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 degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology substitutes for two years of experience

Candidates must be reachable for appointment on the current Civil Service Eligible List for this title

Be eligible to transfer via Section 70.1 of Civil Service Law

Possess the minimum qualifications for this title as established by the Department of Civil Service and listed on the most recent exam announcement

Meet the applicable minimal mental and/or physical requirements for the job (with a reasonable accommodation, if necessary)

Have a current Eligibility Letter from the NYS Department of Civil Service, www.cs.ny.gov/rp55/, and be able to provide it to the Human Resources Office upon request

Benefits

Health Care Coverage

Paid Parental Leave

Retirement Program

Professional Development and Education and Training

Paid Holidays and Leave

Company

NYS Office for People With Developmental Disabilities

The New York State Office for People With Developmental Disabilities (OPWDD) is responsible for coordinating services for New Yorkers with developmental disabilities, including intellectual disabilities, cerebral palsy, Down syndrome, autism spectrum disorders, Prader-Willi syndrome, and other neurological impairments.

Founded in 1978

Albany, New York, USA

10001+ employees