Administrative Assistant I, Academic Support Services (NY HELPS)

Primary Responsibilities include but are not limited to:

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 provide training and orientation to new staff.
May take meeting minutes, and/or prepare material from dictation.
Library circulation desk coverage as needed.

Important Notice for those appointed under NY HELPS:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).
For the duration of the NY HELPS Program, this title maybe 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. At this time, agencies may recruit and hire employees by making temporary appointments. In May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.
At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.