New York State Department of Motor Vehicles · 14 hours ago
Administrative Assistant 1, G-11 or Trainee 1/2, G-NS (Equated to G-8/10) (NY HELPS)
Latham, NY
Full-time
Onsite
New Grad, Entry Level
0+ years expThe New York State Department of Motor Vehicles is seeking an Administrative Assistant 1 to provide comprehensive administrative support. The role involves managing communications, organizing files, scheduling appointments, and coordinating events to ensure efficient office operations.
Document PreparationGovernmentNon Profit
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
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 teamwork
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
Required
Two years of experience in administrative support, which includes use of office software (e.g., email, word processing), providing 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
One year of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration
Six months of experience in administrative support, which includes use of office software (e.g., email, word processing), providing customer service, business writing, and/or office administration
Successful completion of the traineeship will require taking courses in the following competencies: Professionalism and Self-Management, Verbal and Written Communication, Interpersonal and Customer Relations, and Computer Skills and Technology
Instruction in each of the following topics: office organization and management; business writing; customer service; and Microsoft Word basics
A candidate appointed to the Trainee 1 level will be required to complete four mandatory courses the first year of traineeship and four elective courses in four competency areas (sixteen total) the second year of the traineeship through the CSEA Partnership, or equivalent offerings through another entity as determined by the agency
One year of permanent, contingent-permanent, or 55b/c service allocated to a G-6 or higher eligible for transfer under Section 70.1 of Civil Service Law
If you previously served in this title or in a title otherwise transferable to this title, you may be considered for reinstatement pursuant to Civil Service Law, if it is in the best interest of the agency
If you left state service more than one year ago, the reinstatement must also be approved by the Civil Service Commission
All reinstatements must serve a mandatory 52-week probation period
Candidates with 55b/c eligibility are encouraged to apply
Candidates must meet the minimum qualifications stated above and must submit their current 55b/c eligibility letter along with their application
Individuals who are eligible for appointment from the Administrative Assistant Trainee 1, G-NS eligible list are also encouraged to apply
Benefits
Paid Leave
Paid Holidays
Pension
Health Insurance
Dental & Vision Coverage
Flex Spending
Voluntary 457B Retirement Saving Program
Health Care Spending Account
Tuition Assistance Programs
Public Service Loan Forgiveness Program
Transportation Savings Program
Employee Assistance Programs
Company
New York State Department of Motor Vehicles
New York State Department of Motor Vehicles is a government organization that offers motor vehicle and driver-related services.
1001-5000 employees
Funding
Current Stage
Late StageRecent News
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