StateJobsNY

NY HELPNo

AgencyInformation Technology Services, Office of

TitleAdministrative Assistant/Trainee, Ref. #70060

Occupational CategoryClerical, Secretarial, Office Aide

Salary Grade18

Bargaining UnitPS&T - Professional, Scientific, and Technical (PEF)

Salary RangeFrom $55494 to $70566 Annually

Employment Type Full-Time

Appointment Type Contingent Permanent

Jurisdictional Class Competitive Class

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 4:30 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Albany

Street Address Swan Street Building, Core 4

Empire State Plaza

City Albany

StateNY

Zip Code12220

Minimum Qualifications Open to NYS employees with one year of permanent competitive service as an Administrative Assistant OR in a title G-16 or above deemed administrative under Section 52.6 of the Civil Service Law OR in a title G-16 or above appropriate for transfer under Section 70.1 of the Civil Service Law. The transfer cannot be a second consecutive transfer resulting in an advancement of more than two salary grades.

Qualifications for Administrative Assistant Trainee, NS:

Also open to NYS employees in a title designated appropriate for Section 70.1 transfer to the title of Administrative Trainee 1 or Administrative Assistant Trainee 2.

Candidates with at least one year of permanent competitive service in a title allocated to G-11 or higher who have standing on the PCO or PMI eligible lists, or who have a bachelor’s degree and are active on the PATT eligible list may be eligible for transfer under the provisions of Section 70.4 of the Civil Service Law.

Candidates eligible for consideration under the Governor's Program to Hire Persons/Veterans with Disabilities pursuant to Section 55-b/c of the Civil Service Law will also be considered. Individuals certified eligible for the 55-b/c program must possess a bachelor's degree to meet the education qualifications. Please provide a copy of your letter of eligibility and a copy of your unofficial transcript with your response.

Salary range above applies to candidates appointed to Administrative Assistant, G-18. The hiring rate for candidates appointed to Administrative Assistant Trainee starts at $42,143 and is based on the candidate's salary at the time of hire. Candidates hired into the traineeship will be advanced to Administrative Assistant upon the successful completion of a two-year traineeship.

Preferred Qualifications:
• Must have at least two years of experience in an administrative position;
• An understanding and knowledge of basic information technology terms;
• Excellent communication skills;
• Must have advanced Excel and Visio skills;
• Must be able to work in a team environment;
• Must be reliable.

Duties Description This position reports to multiple Enterprise Chief Officers (CXOs) within the Office of Information Technology Services and provides professional administrative support to those executives. Duties include but are not limited to the following:

• Coordinate with ITS management and other staff on various assignments and projects on behalf of a CXO(s). Attend meetings to determine assignments, research issues where necessary, prepare documents and follow up with staff on assignments as necessary.
• Serve as the first point of contact for the CXOs. Review incoming calls and correspondence. Prepare routine responses without direction, assemble background material for more complex issues, and draft responses as assigned.
• Review correspondence and other documents on behalf of the CXOs. Revise documents and/or recommend appropriate action.
• Respond to miscellaneous requests for information from ITS staff as well as outside entities including other agencies, the Governor’s Office and the general public.
• Gather background and statistical information as necessary and prepares correspondence, reports, speeches and presentations using various software and databases.
• Work directly with employees, clients, and vendors to research and resolve conflicts/problems/issues.
• Assist in ensuring compliance with Federal and State laws, financial standards/practices, and Authority policies and procedures.
• Respond to questions both verbally and in writing to staff, internal and external agencies, and the vendor community.
• Coordinate all meetings with the CXOs internal staff as well as the Governor’s Office officials, Agency & Cluster Executive staff, and Private sector vendors.
• Serve as a liaison between the CXOs, Business Unit managers, host agencies and clusters, ITS Central Office and Vendors on any Agency daily activities or requests.
• Manage the calendar and schedule for the CXOs. Arrange travel for the CXOs and related entry into the Statewide Financial System (SFS).
• Develop office procedures including related record-keeping systems, and manage central files, printing, inventory, mail and other support operations.
• Evaluate and draft procedures and forms to support executive staff.
• Train and assist ITS Agency Executive Staff and Administrative staff on procedures that support executive staff.
• May perform supervisory responsibilities.

Additional Comments Some positions require fingerprinting.

Some positions may require additional credentials or a background check to verify your identity.

Name Louise C. Nails

Telephone 518-473-0398

Fax 518-402-4924

Email Address HR.Recruitment@its.ny.gov

Address

Street Empire State Plaza

PO Box 2062

City Albany

State NY

Zip Code 12220

Notes on ApplyingTo apply, please send a cover letter and resume to the attention of Louise Nails and indicate that you are applying for Administrative Assistant or Trainee, Ref #70060 no later than September 28, 2017. In your cover letter, please clearly indicate how you meet the minimum qualifications as stated above, and describe relevant experience for this position.

Your Social Security number may be required to confirm your eligibility.