Administrative Assistant 1/Trainee - StateJobsNY : Job Details

Non-competitive (NY HELPS):High school diploma or high school equivalency diplomaTwo years of experience in administrative supportUse of office software (e.g., email, word processing)OR*Reassignment Requirement: You must have one year of permanent competitive or 55b/cservice as an Administrative Assistant 1, SG-11, or Secretary 1.*Reinstatement Requirement: You must be a former state employee to request reinstatement to the title that was held (or transferable title).*Administrative Assistant Trainee 1 Transfer Eligibility -----------Requirement: You must have a current permanent appointment with a minimum of 1 year of service in a position of the same title or transferable title (SG-6 or above).*Administrative Assistant Trainee 2 Transfer Eligibility Requirement: You must either have successfully completed the 52 weeks of service as an Administrative Assistant Trainee 1 or one year of services in a clerical title (SG-8 or above) AND successfully completed the four core administrative support courses.*Administrative Assistant 1 Transfer Eligibility Requirement: You must have either one year of service in a clerical title (SG-9 or above) or completion of a two-year traineeship AND successfully completed both the four core administrative support courses and the four elective administrative support courses, as designated by the agency.*Keyboarding requirement: Candidates who are not transferring from a keyboarding title must possess adequate keyboarding skills (i.e., the ability to type 30 words per minute with at least 96% accuracy) as demonstrated by passing the Keyboarding Performance Test.All applicants must meet at least one of the above requirements. Duties Description Illustrative Tasks: • 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 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. Additional Comments Fredonia's Enrollment Management Services division is seeking qualified candidates for a full-time, 12 month, Administrative Assistant 1, administrative support position. The successful candidate will provide support to the Financial Aid Office. Working in a team-oriented environment and utilizing a detailed working knowledge and understanding of Federal, NY State, and campus policies and procedures, the Administrative Assistant 1 is responsible for independently managing the communication, coordination, organization, and records for the Financial Aid Office.This is a full-time, Administrative Assistant 1, 12-month, contingent permanent, SG11, CSEA represented position with an entry level salary of $46,306. The FAO relies heavily on this front line position to answer inbound calls, answer emails, sort mail, and provide in-person assistance to both current students/parents and prospective students/parents which directly contributes to campus recruitment and retention efforts. This position is responsible for overseeing all of the day-to-day administrative responsibilities allowing counselors to focus on more in-depth advisement appointments, participate in committees and take the lead on federal, institutional and state programs. Furthermore, this position plays a critical role in assisting the FAO's transition from paper based processes to an electronic model of scanning and indexing documents into our imaging database streamlining our processing time.This is a full-time, Administrative Assistant 1/Trainee, 12-month, probationary/permanent, CSEA represented position. Some positions may require additional credentials or a background check to verify your identity.Name Leah Betts Telephone 716####### Fax 716####### Email Address [email protected] AddressStreet 280 Central Avenue 511 Maytum Hall City Fredonia State NY Zip Code 14063 Notes on Applying Please use this link to view the complete details and to apply: