Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1 (NY HELPS) - 22058

Administrative Assistant

The Administrative Assistant 1 (AA1) will provide critical administrative support for Division Direction (DD) and the Evaluation, Research and Surveillance Unit (ERSU) in the Division of Nutrition (DON). The AA1 will work with a team of professionals to ensure consistent, high-quality support for program activities. They will be the contact for the Division of Nutrition including phone coverage and management of DON and ERSU email, employee badging, and parking permits. This position also acts as liaison between DON and building management for routine maintenance issues. Additional duties include review and updates of existing procedures, and training other staff on these processes. The AA1 will proof-read written documents, gather and compile information from documentation provided, monitor shared email boxes, schedule meetings upon request, update calendars, and maintain and organize program documents. Specifically, for ERSU the AA1 will prepare and track correspondence; coordinate assignment of research requests and special projects to appropriate staff; prepare and track Institutional Review Board applications and continuing reviews. They will also assist with general formatting of evaluation reports, scientific manuscripts, scientific presentations and other supporting materials as needed. The AA1 will liaise with the University at Albany for GRA recruitments, and with the Public Affairs Group for the publishing and posting of annual reports and statistical briefs. Additional duties, as necessary.

Minimum Qualifications :

Reassignment : Current New York State Department of Health employee with permanent, contingent-permanent or 55-b / c status as an Administrative Assistant Trainee 1, Administrative Assistant Trainee 2 or Administrative Assistant 1.

Transfer : Current New York State employee with one year or more of permanent, contingent-permanent or 55-b / c service in a title eligible for transfer under Section 70.1 of the Civil Service Law.

Provisional / NCP : Current New York State Department of Health employee with one year or more of permanent, contingent-permanent, or 55-b / c service as an Office Assistant 2 (Keyboarding), Office Assistant 2 (Keyboarding - Spanish Language) or in a title qualified to take the Administrative Assistant Trainee 1 promotion examination.

Preferred Qualifications : The preferred candidate will have strong organizational skills, and have experience and be proficient in Microsoft Office Suite, Sharepoint, and WebEx.

Full-time, permanent position. Transfer candidates may be asked for the last four digits of their social security number to verify eligibility. Position may be filled at a trainee level (equated to Grades 8 or 10), or Grade 11, depending upon the qualifications of the candidate.