Administrative Assistant 1 or Administrative Assistant Trainee 1 / 2

Administrative Assistant

Under the general direction of the Deputy Director of Gaming, the Administrative Assistant will be responsible for providing high-level administrative support within the Division of Gaming. The incumbent will ensure the efficient operation of the office by performing a wide range of administrative tasks related to correspondence, files, and calendar management; work coordination; customer service; information gathering; and report compilation. The incumbent will operate across all program areas in the Division and will assist in managerial decision making. Specific duties include, but are not limited to, the following :

• Act as the initial conduit for the Division of Gaming by greeting all visitors, fielding telephone calls, emails, etc.
• Review potential rule and regulation violations at Commercial and Native American Nations / Tribes facilities and provide analysis to the Deputy Director.
• Maintain files / spreadsheets / databases that include software shipments for Commercial, Video and Indian Gaming facilities; approved game types, leagues, and wagers for sports wagering; documentation of approvals for interactive fantasy sports, and capital award funding.
• Collect, tabulate and track Division budgeted spending through the Statewide Financial System.
• Act as the liaison for complaints regarding Indian Gaming, Video Lottery Gaming, Commercial Gaming, Interactive Fantasy Sports and Sports Wagering. Independently determine what complaints need further investigation by on-site personnel or resolution through other channels.
• Serve as a designated travel proxy for multiple Gaming Division employees, coordinating and managing all travel authorizations, reservations, and expense reimbursements in accordance with agency policies and procedures.
• Receive and process supply orders in the Statewide Financial System (SFS), ensure timely receipt and distribution of materials, and provide prompt resolution of any discrepancies to maintain accountability and track completion of orders.
• Receive and review shipping requests for gaming personnel to and from all Video Gaming and Commercial Gaming facilities; verify documentation accuracy, confirm logistics and machine removals prior to transport, prepare paperwork for approval, and maintain a detailed shipping log.
• Track and maintain electronic records of gaming violations, ensuring accurate documentation, timely updates, and accessible reporting to support enforcement actions and regulatory compliance.
• Review and maintain documents as instructed by the Director of Gaming.
• Other duties as assigned by the Deputy Director.

Preferred Qualifications :

Salary range listed encompasses the hiring rate of an Administrative Assistant Trainee 1 (SG NS) through the job rate of an Administrative Assistant 1 (SG-11).

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 may be 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 and complete a probationary period. 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 the same rights and privileges of competitive class employees of New York State.