Administrative Assistant 1 (HELPS) - VID 227744

Duties

Duties include, but may not be limited to:
• Greet clients and answer phone. Handle routine questions; make appropriate referrals. Maintain telephone records for follow-up.
• Write/Type correspondences.
• Input all new veterans’ information into the Case Management system.
• Log mail into the Case Management system when appropriate.
• Scan and input documents into the Case Management system.
• Assist veterans in filling out applications/forms (not Compensation or Pension applications).
• General correspondence.
• Maintain correspondence files, administrative and client files; keep necessary pending systems to monitor and track paper flow and claims.
• Make sure all requisitions, time sheets, and vouchers are on time.
• Maintain a neat and professional office with adequate inventory of supplies, forms, postage, and brochures.
• Utilize your “outlook” calendar for all daily activities and appointments. All client appointments and work- related activity should be accounted for on the “outlook” calendar. Access shall be given to your direct supervisor.
• Upload scanned images from office folders.
• Other duties as directed.

Notes:
• Travel may be required (approximately 10-15%), including during evening and weekends, depending on mission and assignment.
• Possession and maintenance of a valid Driver’s License issued by the NYS Department of Motor Vehicle is required or otherwise demonstrate the capacity to meet the transportation needs of the job.

Minimum qualifications

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS)* and applicants must meet the following minimum qualifications to be considered for this position:

This title includes a traineeship opportunity, and applicants will be appointed to the appropriate level** based on their experience, certification, and education.

Required Experience:
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.

**Administrative Assistant level requirements:
• Administrative Assistant Trainee 1 (equated to SG-08): Six months of required experience.
• Administrative Assistant Trainee 2 (equated to SG-10): One year of required experience.
• Administrative Assistant 1, SG-11: Two years of required experience OR IAAP Certified Administrative Professional OR associate degree in office administration, secretarial science, administrative assistance, paralegal, business technology, or office technology.

OR Applicants can be appointed if they are a current New York State employee with one year or more of qualifying permanent service in a position allocated to a Grade 06 or above and eligible for transfer under Section 70.1 of the Civil Service Law.
NOTE: IN ORDER TO AWARD THE PROPER CREDIT FOR WORK EXPERIENCE, RESUMES MUST INCLUDE MONTH AND YEAR FOR START AND END DATES. IF ANY OF THIS EXPERIENCE IS LESS THAN FULL TIME YOU MUST INDICATE THE AVERAGE NUMBER OF HOURS WORKED PER WEEK.

Additional comments

*There is no examination required for appointment to a NY HELPS position. Candidates hired via NY HELPS will be appointed on a permanent non-competitive basis and will begin a probationary period.

At a future date (within one year of permanent appointment), it is expected that NY HELPS employees will have their non-competitive employment status converted to competitive status, without having to take an exam. Employees will then be afforded with all 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.

The NYS Department of Veterans Services is an equal opportunity employer, and we recognize that diversity in our workforce is critical to fulfilling our mission. We encourage applicants for all communities to apply.

Civil service details

• Jurisdictional class: Non-competitive Class
• Appointment type: Contingent Permanent
• Salary grade: 11
• Bargaining unit: ASU - Administrative Services Unit (CSEA)
• NY HELPS: Yes
• Telecommuting allowed?: No